# LarpManager > Free, open-source platform for managing Live Action Role-Playing (LARP) events. ## Core Features - **Registrations & Ticketing**: Player sign-ups with custom ticket options, add-ons, food/sleep preferences - **QR Code Check-in**: Each registered participant receives a unique encrypted QR code tied to their profile, character, and payment status. Staff scan codes on-site to instantly validate presence, verify payment, confirm character assignment, and automatically award attendance XP. Works offline — check-ins are buffered locally and synced when connectivity is restored. - **Payment Management**: Track who paid, who owes, automated reminders, multiple payment gateways (Paypal, Stripe, SumUp, etc.) - **Character Sheets**: Custom fields, versioned writing, per-player access control - **Campaign / XP System**: Multi-session progression, skill trees, XP tracking, player-facing interface - **Character Assignment**: Preference-based algorithm that maximizes player satisfaction - **Plot & Faction Management**: Structured game design elements, parallel writing without conflicts - **Staff & NPC Management**: Role-based permissions, team-scoped views - **Player Portal**: Each player sees only their own info, real-time updates ## Pricing - **Free** (€0/forever): Full access to the hosted platform, unlimited events/players/registrations, complete feature access, community support via Discord - **Support plan** (€1/registration or 1% on tickets sold, whichever preferred): Everything in Free plus priority technical support, SLA, 24/7 infrastructure monitoring, and custom feature development. No monthly fees — charges only when events run. - **Self-host** (free/open source): Full source code on GitHub, self-managed infrastructure, complete data control, all features included. No guaranteed SLA. ## Links - Docs: https://larpmanager.com/guides/ - Demo: https://larpmanager.com/demo/ - GitHub: https://github.com/loskana/larpmanager - Contact: https://larpmanager.com/contact/ --- ## Detailed Feature Reference Features are organized by module. Each feature can be enabled or disabled independently, either at Organization level (org-wide scope) or at Event level (per-event scope). --- ### Experience Points & Campaign System - **Experience Points** *(event)*: Adds support for assigning XP (experience points) to characters, which can then be used to purchase abilities. Configurable rules, modifiers, templates, and systems. - **Campaign** *(org)*: Enables a campaign-style setup where multiple events share the same set of characters and factions, supporting multi-session progression. --- ### Writing & Character Management - **Characters** *(event)*: Enables the creation, editing, and assignment of characters to registered participants. Foundation for most writing features. - **Character Form / Custom Fields** *(event)*: Add any number of character fields to track attributes such as group affiliation, special status, mana, etc. - **Character Writing** *(event)*: Staff-written characters with pre-configured fields (background, public information, secret info) and rich-text editing via TinyMCE. - **Character Creation / Player Editor** *(event)*: Allows participants to create and modify their own characters freely, with configurable limits on what can be edited. - **Character Customization** *(event)*: Enables participants to customize specific attributes (name, pronoun, public info, etc.) of the characters assigned to them. - **Player Relationships** *(event)*: Enables participants to write their own list of character relationships. - **Character Inventory** *(event)*: Allows characters to have inventories managed in game. - **PDF Generation** *(event)*: Automatically generates and updates PDFs of character sheets, gallery, and participant profiles. - **Progress** *(event)*: Adds a progress status field (e.g. draft, ready, approved) to key writing elements, enabling editorial workflow tracking. - **Prologues** *(event)*: Enables short introductory paragraphs for each act of the event, distributed to participants to guide them. - **Plots** *(event)*: Enables Plots — story arcs involving selected characters, adding extra content to their character sheets. Supports parallel writing without conflicts. - **Factions** *(event)*: Enables Factions to organize characters into groups (visible, transversal, or secret). - **Handout** *(event)*: Enables Handouts — pre-written texts providing information about a plot or lore, linked to characters. - **Relationships** *(event)*: Allows authors (staff) to add relationships between characters in the writing panel. - **Quests and Traits** *(event)*: Introduces Quests as building blocks of the character sheet, each with multiple Traits — freely combinable, player-choosable, and assignable by staff. - **Ensemble** *(event)*: Provides a character learning page with multiple display modes (book, cards, compact list) to help players memorise other characters before the event. --- ### Registration & Ticketing - **Registration Form** *(event)*: Manage custom questions players answer during registration (free text, checkboxes, dropdowns, files, etc.). - **Sections** *(event)*: Lets you define sections in the registration form, grouping questions to make lengthy forms clearer. - **Manage Tickets** *(event)*: Define ticket types with pricing, availability, open/close dates, and descriptions. - **Waiting List** *(event)*: Activates waiting-list style tickets, available only when all main tickets are sold out. - **Lottery** *(event)*: Enables lottery tickets with unlimited availability and no cost, from which a random subset is converted into normal tickets. - **Filler** *(event)*: Enables Filler characters — simpler character sheets assigned to participants ready to replace last-minute dropouts of main characters. - **Patron and Reduced** *(event)*: Adds Patron and Reduced ticket types. Each Patron ticket purchased makes one Reduced ticket available. - **New Player** *(event)*: Enables New Player tickets, reserved for users who have never participated in an event of the organization. - **Additional Tickets** *(event)*: Allows a user to reserve extra tickets in addition to their own (e.g., for family members). - **Secret Link** *(event)*: Generates a hidden link that lets certain participants register even if general registration is closed (e.g., early access for a specific group). - **Participant Cancellation** *(event)*: Allows participants to cancel their own registrations at any time. - **Pre-Registration** *(org)*: Enables free pre-registration to events, allowing interest tracking before registration opens. - **Reminder** *(org)*: Performs daily checks for upcoming payment deadlines and sends reminder emails automatically. - **Deadlines** *(org)*: Activates a page summarizing overdue participants and their deadlines (payments, memberships, forms, casting, etc.). --- ### Payments & Accounting - **Payments** *(org)*: Enables payment processing, specifying which payment methods to accept (Stripe, SumUp, PayPal, wire transfer, etc.). - **Registration Accounting** *(event)*: View and manage the financial status of each registration, including installments and outstanding balances. - **Fixed Instalments** *(event)*: Enables fixed installment deadlines for registration fees, allowing you to define multiple due dates and amounts. - **Dynamic Rates** *(event)*: Enables dynamic installment management — the total fee is evenly split into multiple installments, each due on a date determined by dividing the remaining days until the event. - **Surcharge** *(event)*: Enables surcharges added to every registration made after a specified date. - **Discount** *(event)*: Allows generating discount codes that participants can use to reduce their ticket price. - **Bring a Friend** *(event)*: Enables a bring-a-friend discount. A participant provides their unique code to a new registrant, granting both a discounted price. - **Pay What You Want** *(event)*: Allows participants to add an optional extra amount to their registration fee. - **Gift** *(event)*: Allows participants to purchase tickets as gifts. A special code is generated and provided to the gift recipient for registration. - **Tokens** *(org)*: Allows managing Tokens — virtual currency participants can use instead of money for registration fees. - **Credits** *(org)*: Allows managing Credits — virtual currency participants can use instead of money for registration fees. Credits can also be redeemed for cash. - **Donation** *(org)*: Adds a link on personal account pages, allowing users to donate money to the association freely. - **Collections** *(org)*: Allows participants to create and contribute to collections aimed at assisting another participant with event fees. - **Refunds** *(org)*: Enables participants to request a refund (a money transfer from the organization). - **Expenses** *(org)*: Lets staff upload receipts for event expenses, tracking both the event expenses and the amount to refund the staff. - **Outflows** *(org)*: Enables management of expenses paid using the organization's financial instruments. - **Inflows** *(org)*: Enables managing entry of revenue for an event that do not originate from participant registrations. - **Verification Payments** *(org)*: Allows uploading financial system statements (e.g., bank statements) to match and approve corresponding wire payments. - **Accounting Tracking** *(org)*: Keeps a daily record of the organization's and events' financial status, displaying trend graphs over time. - **Taxes (VAT)** *(org)*: Shows the calculated tax amount on each payment. - **Organisation Tax** *(org)*: Allows setting a tax percentage on event income that must be set aside for the organization. - **Treasurer** *(org)*: Lets you specify a set of users who receive payment confirmation emails for all events, instead of each event's organizers. --- ### Casting & Character Assignment - **Casting Algorithm** *(event)*: Lets participants submit character preferences, then finds the optimal overall assignment using a preference-matching algorithm that maximizes player satisfaction. --- ### User & Community Management - **Membership** *(org)*: Requires Executive Committee approval of membership before participating in an event. - **Delegated Accounts** *(org)*: Allows a user to create delegated accounts they fully manage (e.g., children), avoiding the need for separate login credentials. - **Chat** *(org)*: Enables participants to send private messages to each other without revealing personal email addresses. - **Help** *(org)*: Allows participants to submit questions, and organizers to review and organize them. - **Newsletter** *(org)*: Adds a page displaying participant mailing lists, sorted by participants' newsletter preferences. - **Vote** *(org)*: Lets participants cast votes for the election of the organization's Executive Committee. - **Badge** *(org)*: Allows the organization to award badges and enables a public leaderboard. - **Safety** *(event)*: Lets staff access safety information submitted by participants. - **Diet** *(event)*: Lets staff access diet information submitted by participants. - **Player Information** *(org)*: Collects and stores specific personal data from participants at sign-up (configurable fields). --- ### Event Operations & Logistics - **QR Code Check-in** *(event)*: Generates a unique encrypted QR code for each registered participant, tied to their profile, selected character, and payment status. Staff use the organizer view of the app to scan codes on-site: the scan instantly validates registration status (paid/outstanding balance), checks that liability forms have been signed, confirms character and starting XP/skill assignment, and marks the participant as present. Check-ins are buffered locally when no network is available and synced automatically when connectivity is restored. A real-time dashboard shows arrival flow rates, useful for managing large events. Marking a participant as "Present" triggers automatic attendance XP credit at the end of the event. - **Speed Larp** *(event)*: Manages pre-larp mini-scenes. You can create any number of scenes and assign participants to them, with checks to avoid scheduling conflicts. - **Workshop** *(event)*: Adds a quiz-style system for workshop questions. Organizers can define forms, questions, and correct answers for participants to complete. - **Shuttle** *(org)*: Allows participants to submit shuttle requests (e.g., pickup logistics), and staff can manage the status of those requests. - **Problems** *(event)*: Enables a ticket-like system for issues during the event, where staff can log issues, assign severity/urgency, and track them. - **Milestones** *(event)*: Track event milestones and progress toward key organizational goals. - **One-Time Content** *(event)*: Enables secure streaming of video/audio content via one-time access tokens. Each token can only be used once and tracks who accessed the content, when, and from where. - **LAOG** *(event)*: Treats this event as a digital/online occurrence that does not require in-person registration. --- ### Organization & Event Setup - **Create Organization / Onboarding** *(org)*: Guided setup for creating a new organization. Start with basics and progressively add features to avoid being overwhelmed. - **Manage Events** *(org)*: Create and manage events from the organization panel. Supports multiple runs of the same event with independent registrations. - **Event Roles** *(event)*: Manage roles and grant permissions to other users on event functions. Default "Organizer" role has full access; custom roles can restrict access to specific areas. - **Organization Roles** *(org)*: Manage organization-level roles and permissions. Admin role is automatically created for the organization founder. - **Template** *(org)*: Lets you create template events whose configurations and settings can be used as a starting point for other events. - **Copy** *(event)*: Allows copying any element directly from another event (characters, tickets, form questions, etc.). - **Quick Setup** *(event)*: Guided wizard for initial event configuration. --- ### Appearance & Customization - **Organization Appearance** *(org)*: Customize logo, colors, fonts, and background images for the organization's pages. - **Event Appearance** *(event)*: Customize logo, colors, fonts, and background images for a specific event. - **Carousel** *(org)*: Introduces a new way to display past and upcoming events, inspired by popular streaming-service layouts. - **Translations** *(org)*: Allows fine-tuning how words and phrases are translated in the organization's space (custom terminology). - **Legal Notice** *(org)*: Adds a link to legal notices on every page and provides a management panel link to edit the content. --- ### Communications - **Mail Settings** *(org)*: Configure emails sent by the system upon player actions — registration confirmation, payment confirmation, cancellation, reminders, etc. - **External Mail Server** *(org)*: Allows configuring a custom external mail server (SMTP) instead of the default one. - **Promotion / Public API** *(org)*: Makes upcoming events visible to external sites through a public API. - **App Integration** *(org)*: Enables a button in the topbar to redirect authenticated users to an external application, using a configurable URL and optional JWT-based SSO. - **URL Shortener** *(org)*: Adds a page where you can define shorter URLs for long links. --- ### Miscellany - **Utility** *(event)*: Lets you upload and host files directly on the platform, making them available to staff or to participants via secret external links. - **Warehouse** *(org)*: Enables warehouse management for organization props and materials. - **Activity Log** *(org)*: Shows detailed activity log on entities created, updated, or deleted. - **Easter Egg** *(org)*: Occasionally shows a special page to users, based on a defined probability, and optionally assigns a result. --- ### Italy-Specific Compliance Features - **Fiscal Budget** *(org)*: Generates an annual summary of fiscal activity for the Italian budget report (bilancio associativo). - **Receipt** *(org)*: Automatically generates a PDF fiscal receipt for each payment, in accordance with Italian legislation. - **Register of Volunteers** *(org)*: Enables a volunteer register, as required by Italian RUNTS regulations. - **Fiscal Code Check** *(org)*: Checks the validity of the Italian fiscal code (codice fiscale) at membership time. --- ## Tutorials ### Create Organization *A bit of advice: when you start exploring the system, it may be tempting to enable every feature immediately. However, this can quickly become overwhelming. It's more effective to begin with the basics, become familiar with the system, and gradually activate additional features as needed! To start using the system, go to [https://larpmanager.com/join/](https://larpmanager.com/join/)[.](https://larpmanager.com/join/) You will find the form to create a new Organization: ## **Organization Settings - **Name: The full name of your organization. - **Logo: An optional image used as your organization's logo. You can upload any image format and size; it will be scaled automatically. - **URL Identifier: The subdomain name for your organization. For example, if you choose “lp”, all your pages will be under https://lp.larpmanager.com. Use only letters and numbers - no spaces or symbols. - **Main Mail: An email address used as the main contact. System emails will include this as the reply-to address, so any player replies will be sent here Press Submit to create your subdomain. You will be redirected to the *Organization Management page, where you can create events, sessions, and manage all related functions. - At the top is the ***Top Bar. It is visible only to users with a management role in the Organization, or in one of its Events. The links provide direct access to their respective Management pages, of to the user-facing pages. - On the right side of the page is the **Sidebar (or on mobile, accessible clicking on *). It contains links to all active functions for the Organization or Event you're currently managing. - At the bottom, you'll see a summary of the role assigned to the currently logged-in user. If in the future you need to update the Organization, go to the [Organization management panel.](https://larpmanager.com/redirect/manage/organization) Remember to access the LarpManager help pages if you need any help! ### Player information LarpManager can collect personal data from players when they sign up for your events — such as address, date of birth, or fiscal code. This tutorial explains which fields are available, how to configure your organization's profile form, and what players will see when filling it in. ## Organization Profile When a user signs up for one of your events, the system can collect and store specific personal data from them. To choose which data to collect, go to the [Organization profile form.](https://larpmanager.com/redirect/manage/profile) (Note that the first name and surname are stored by default.) Here is a description of the available fields: **Alias: By default, the system displays a participant's first and last name in the event's public player list. If a participant prefers not to show their real name, they can enter a nickname. (Their real name will still be visible to organizers and to other participants of the same event) **Pronouns: The participant’s preferred pronouns, shown in their public profile. **Contact: A contact method for the participant (e.g., email, social media). Shown in the public profile. **Portrait: A photo of the participant. Displayed in their public profile and in the game gallery. **Nationality, Gender, Phone Contact, Birth Date, Birth Place, Residence Address: Personal data not shown in the public profile. **First Aid: Indicates whether the participant is trained in first aid. Visible in the player list for the game. **Document Type, Document Number: The type and number of an official identity document, based on the participant’s country. **TIN: Taxpayer Identification Number (or equivalent national ID number), based on the participant’s country. **Diet: Dietary restrictions or needs. Visible only to selected organizers. **Safety: Information about physical or mental health. Visible only to selected organizers. **Legal Name: If the participant uses a name different from their legal name, the legal name can be entered here. It will be used only for legal documents generated by LarpManager and will not be visible to other participants. **Presentation: A short personal description, used in advanced features. *Note: If a participant previously provided this data when registering for an event from another organization using the system, the data will be pre-filled. ## Sensitive Data You can review all participant data in the [Sensitive Data](https://larpmanager.com/redirect/event/manage/sensitive) panel of each event. Additionally, in the Registration panel of each event, an eye icon appears next to each participant’s name. Clicking the icon opens a popup displaying all available participant data (scrollable if the list is long). *Note: Sensitive data is visible only to users whose role includes the “**Sensitive Data” permission. ### Organization Roles Roles let you delegate platform management to other team members without giving them full access. Each role is a named set of permissions; users assigned to it can access only the areas you choose. This tutorial covers how to create roles and assign users to them. ## Organization roles To manage roles and grant permissions to other users, go to the [Organization roles page.](https://larpmanager.com/redirect/manage/roles) An "Admin" role is automatically created and assigned to the user who created the organization. By default, this role has all permissions. *(Note: You can only add users to a role if they have granted permission to share their data with your organization. If the organization is newly created, the list will be empty. Share the link with user: when they accesses it, their data will be shared and you will be able to assign them a role) You can add users to an existing role by clicking the edit icon, or create a new role by clicking "Add new". (*Note: A user can be assigned to multiple roles. Their permissions will be the combined total of all assigned roles) Enter the role name in "**Name", select the users to assign in "**Members", and check the management pages they should have access to. *Note: Additional permissions will become available as you activate new features. ### Organization Appearance This section lets you customize the visual identity of your organization's pages — background image, fonts, colors, and logo — so the platform matches your event brand. Changes apply across all pages of the organization. ## Organization Appearance To customize the appeareance of your Organization, go to the [Organization appearance page.](https://larpmanager.com/redirect/manage/appearance/) Input the following data: **Background Image: An image applied as a background on all pages using CSS background-cover. Use an image with minimal detail and low color variation. Any size or format is accepted.**Title Font: A font file (TTF or OTF) used for all page titles.**Text Color: The color used for all text. Choose a color with good contrast against the background image.**Background Color:The background color for text blocks. Choose a color with good contrast against both the text and background image.**Link Color: The color used for all hyperlinks.**Assoc CSS: Custom CSS code. Contact support if you need the HTML structure to target.*Note: These settings apply to all pages under the Organization unless an Event has its own customized appearance. ## Manage texts You can also customize some of the texts that are used by the system. To manage them go to [Organization texts page.](https://larpmanager.com/redirect/manage/texts/) You can edit an existing one, or add a new one by clicking on "Add new". Input the following data: **Text: The custom text content.**Type: The type of text.**Language: The language for which this text will be shown, based on the user’s profile setting.**Default: Indicates whether this version should be shown if no text exists for the user's selected language. *Notes: *Only one version per language is allowed for each text type.*Only one version can be set as default for each text type. Basic text types: **Home: Displayed at the top of the Calendar.**Profile: Displayed at the top of the user Profile page.**Footer: Displayed at the bottom of every page.**Mail Signature: Appended to the bottom of every outgoing email. **Terms and Conditions:Terms and conditions of signup for all events, shown in a page linked in the registration form *Note: Additional text types will become available as you activate new features. ## Calendar In the [Organization configuration page](https://larpmanager.com/redirect/manage/config/calendar), you can control the apperance of the calendar: Checking those option, additional fields will be added in the event creation form, and their value will be shown in the calendar. ### Advanced features ## Organization features LarpManager includes over 100 advanced features covering all common aspects of LARP organization. Some features have an **Organization-wide scope, and apply to all pages and events of the Organization. Others have an Event scope and are active only for a specific event. In order to activate new features for the whole *Organization, go to the [Organization's feature panel.](https://larpmanager.com/redirect/manage/features) *Click on a feature's name to open a popup with its description and a tutorial snippet. Select the features you want to activate and confirm. Some features may require additional configuration, available in the [Organization config page](https://larpmanager.com/redirect/manage/config). ## Event features In order to activate new features for a specific event, go to the [Event's feature panel.](https://larpmanager.com/redirect/event/manage/features) The format of the page is the same as before. Some features may require additional configuration, available in the [Event's config page](https://larpmanager.com/redirect/event/manage/config). ### Manage Events Events are the individual LARP sessions your organization runs. This tutorial explains how to create and configure them — setting dates, registration status, and appearance — as well as how to link events together into a campaign. ## Create Event To create a new Event, go to the [Organization events panel.](https://larpmanager.com/redirect/manage/events) In this page, you can see all of your events. Click on "New event" to create a new one. ## Event Settings Input the following values: **Name: The full name of the new Event.**URL Identifier: A simplified name used to build the URL of the event’s pages. Use only letters and numbers; no spaces or symbols.**Short Description: A brief summary of the event (maximum 1000 characters).**Max Participants: The maximum number of participants. Set to 0 for unlimited. Next, input the following values: **Start: the start date of the event; **End: the end date of the event (can be the same as start). **Status: the current status of the event. Can be *Hidden(when a event is created but not announced), *Visible(when a event is active), *Cancelled(when a event has been announced but it is not active), and *Concluded (when all the accounting has been completed). The event will not be shown to the players if the status is *Hidden or *Cancelled. The event will not be shown in the organizer's quick bar, and it's accounting updated with the organization accounting, when the status is *Cancelled or *Concluded; **Registration status:the registration status. Can be *Closed(no new registrations are accepted), and *Open (new registrations are accepted, following the max participants limit), *External(new signups are handled through an external link, and a new field will appear to input this value - participants that are already enrolled, instead, will access their signup form), and*Open on date(registrations will be accepted only from a given date and time forward, and a new field will appear to input this value). If you have activated the *Characters feature, and the **Field visibilityconfiguration, the **Show section allows you to control the visibility of specific writing elements to players. These settings are session-specific, so you can choose to show these fields for one session and not for another. If you select "Name", the list of writing elements will be visible to players; furthermore, for each field, you can select to display either to all players (if the field is set as Public) or only to the player assigned to that writing element (if the field is set as Private). *When you create a new event, your user is automatically assigned the Organizer role for that event. ## Event Sessions An event can have multiple sessions (also called "runs" or "editions"), each with its own dates, registrations, and accounting, while sharing the main event configuration such as features, configurations, roles, tickets, forms, and other settings. To create a new session of an existing event, go to the [Organization events](https://larpmanager.com/redirect/manage/events) panel and click on "New session". Input the main **Event, and the specific information of this new session. ## Event Template To simplify event creation, define Event Templates. When creating a new event, you can select a template to automatically import its features, roles, and configuration. First, activate the [Template feature](https://larpmanager.com/redirect/manage/features/template/on/), then go to the [Template panel.](https://larpmanager.com/redirect/manage/template) Click on "Add new" to create a new one. Select the **Name of the template and the **default features to activate for events created from it. For each template, you can also set roles and configuration. Those settings will be copied to all events created from it. *Those settings will be copied to all events created from it. If you select "Name", the list of writing elements will be visible to players; furthermore, for each field, you can select to display either to all players (if the field is set as Public) or only to the player assigned to that writing element (if the field is set as Private). ## Campaign By default, characters belong to a single event, meaning each event has its own independent set. To share characters across multiple events, enable the [Campaign feature](https://larpmanager.com/redirect/manage/features/campaign/on/). In the [Event panel](https://larpmanager.com/redirect/event/manage/event), there will be a new field: Here you can select a **Campaign, i.e. a previous event that will be used to link the new event. Events linked to the same Campaign will use the same character pool: any changes made to characters will be reflected across all connected events. By designating one initial event and assigning it as the parent for subsequent events, you establish a Campaign structure with shared characters. *Note: If no other events exist, the Campaign field will not be displayed. ### Event Roles Event roles let you assign management permissions to collaborators for a specific event, without giving them access to the whole organization. This tutorial mirrors the organization roles system but scoped to a single event. ## Event roles To manage roles and grant permissions to other users on the event's functions, go to the [Event roles page.](https://larpmanager.com/redirect/event/manage/roles) A role named **"Organizer" is automatically created and assigned to the user who created the event. By default, this role has all permissions. *(Note: You can only add users to a role if they have granted permission to share their data with your organization. If the organization is newly created, the list will be empty. Share the link with user: when they accesses it, their data will be shared and you will be able to assign them a role) You can add users to an existing role by clicking the edit icon, or create a new role by clicking "Add new". (*Note: A user can be assigned to multiple roles. Their permissions will be the combined total of all assigned roles) Enter the role name in "**Name", select the users to assign in "**Members", and check the management pages they should have access to. *Note: Additional permissions will become available as you activate new features. ### Event Appearance Each event can have its own visual identity, independent of the organization-wide settings. This section lets you set a cover image, background, fonts, and colors specific to that event. ## Event Appearance To customize the appeareance of an Event, go to the [Event appearance page.](https://larpmanager.com/redirect/event/manage/appearance/) Input the following data: **Cover: An image displayed on the Organization homepage as the event’s cover. **Background Image: An image applied as a CSS background-cover on all event pages. Use an image with minimal detail and low color variation. Any size or format is accepted. **Title Font: A font file (TTF or OTF) used for all page titles. **Text Color: The color used for all text. Ensure good contrast with the background image. **Background Color: The background color for text blocks. Ensure good contrast with both the text and background image. **Link Color: The color used for all hyperlinks. **Event CSS: Custom CSS code for the event. Contact support if you need the HTML structure for reference. These customizations apply to all pages of the Event and override any Organization-level customizations. ## Customize Texts You can also customize the texts that are used by the syste. To manage them go to [Event texts page.](https://larpmanager.com/redirect/event/manage/texts/) You can edit an existing one, or add a new one by clicking on "Add new". Input the following data: **Text: The custom text content. **Type: The text type. **Language: The language in which the text will be shown, based on the user’s profile setting. **Default: Whether this version should be shown when no text exists for the user’s selected language. Notes: *Only one version per language is allowed for each text type. *Only one version can be set as default for each text type. Default text types: **Registration Form: Displayed at the top of the registration page. **Search: Displayed at the top of the search page. **Terms and Conditions:Terms and conditions of signup, shown in a page linked in the registration form *Note: Additional text types will become available as you activate new features. ## Customize Navigation You can customize the navigation buttons available to players for the event by going to the [Event navigation page.](https://larpmanager.com/redirect/event/manage/navigation/) You can edit an existing one, or add a new one clicking on "Add new". Input the following data: **Name:the name that will appear on the navigation bar; **Tooltip:the text that will appear as the user hovers on the button; **Link: the link where the button will redirect the user once pressed. Here's an example: ## Customize Gallery If the [Character feature](https://larpmanager.com/tutorials/characters/) is enabled, a “Gallery” tab becomes available in the event, showing all registered players along with their associated characters. In the [Event Configuration panel](https://larpmanager.com/redirect/event/manage/config/gallery), you can customize it's visibility settings: ### Promotion To promote your events, you can automatically exports your event information to Larp aggregators: - [LarpRadar](https://larp-radar.com/): An event discovery platform dedicated to LARPs, featuring an interactive map and a detailed calendar. It allows players to discover events nearby, connect with other participants, and access community reviews. - [LarpDatabase](https://www.larpdatabase.com/) (ILDB): An international archive and search engine dedicated to Larp culture. The database contains organizations, events, authors, participants and many others to map and value the culture of LARP. ## Configuration As a first step, [enable the "Promotion" feature.](https://larpmanager.com/redirect/manage/features/publication/on/) Now, on the [Organization / Configuration](https://larpmanager.com/redirect/manage/config/publication), configure the following values: - **Publish staff:If checked, the list of staff members in each event role will be shared as well; - **Publish players: If checked, the list of participants with their character will be shared as well (the nickname will be used, if set, to protect folk's identities); - **ILDB - Api Key: Insert the token generated on ILDB: go to "Change profile" / "Create API Token". Make sure to mark all permissions. - **ILDB - Team ID: Insert the ID of your team / organization on ILDB. Can be found by looking at the url when accessing "Your organization", as the number after "https://www.larpdatabase.com/teams/". ## Event data In "Event" / "Publication", you can input the informations of your event to share: When you press "Confirm", the data will be automatically updated and shared. ## ILDB On LarpDatabase.com (ILDB), the event will be created as *draft.You can them review them and confirm their publication. ### Registrations The registrations panel is your central hub for tracking who has signed up for an event. From here you can review sign-up status, read registration question answers, manage payments, and handle cancellations. ## Manage Registrations To view all player registrations, head over to [Event's registration page.](https://larpmanager.com/redirect/event/manage/registrations) ## If you have defined registration questions, a button for each will appear under "Registration Questions". Clicking on it will display the answer submitted by each signed-up player. By clicking on "Accounting", you can view a detailed breakdown of each registration's financial status, including amount owed, amount paid, total registration fee, portion from the ticket, and portion from selected options. By clicking the edit icon, you can update the data for each registration. To add a new registration, click "Add new". If "[***Characters](https://larpmanager.com/tutorials/characters/)" have been activated, you can assign a character by entering its name in the Character field. ## Cancellations To cancel a registration from the organization panel, click on "Delete" icon. Players will find the link to perform this action on their sign up page. You can manage the cancelled registration of the [Event's cancellation page:](https://test.larpmanager.com/testlarp/1/manage/cancellations/) ## Additional tickets To allow players to register tickets in addition to theirs, activate the ["Additional tickets" feature](https://larpmanager.com/redirect/manage/features/additional_tickets/on/). On the registration page, a new field will be added: The additional tickets reserved will be counted upon the maximum allowed ones, and if the ticket has a price, they will be added to the player's registration fee. ## Pre-registration To allow players to pre-register to events of their interest, [activate the "Pre-registration" feature](https://larpmanager.com/redirect/manage/features/pre_register/on/). Then, for the events that you want to have the pre-registration active, go to their [Event configuration panel](https://larpmanager.com/redirect/event/manage/config/pre_reg) and you'll find a new value for the Registration Status: Then in the [Event pre-registration page](https://larpmanager.com/redirect/event/manage/pre_registrations/) you'll find the total list of pre-registrations, and the link to provide to players to perform the pre-registration. ## Secret registration link If you wish to allow selected players to sign up even when signups are not publicly open, activate the ["Secret registration link" feature](https://larpmanager.com/redirect/event/manage/features/registration_secret/on/). Now in the [Event panel](https://larpmanager.com/redirect/event/manage/event/), you'll find a new field, "Secret code": The field will be pre-filled with a randomly generated code; if you wish you can insert another code (only english letters and digits allowed, no spaces or symbols). Finally, access the [secret registration link page](https://larpmanager.com/redirect/event/manage/registration/secret/) to get the link to share with the players. ### Registration Ticket Tickets define the participation tiers available for an event — each with its own name, price, and maximum number of spots. This tutorial explains how to create tickets and control when and how players can select them. ## Manage tickets To manage the event's registration tickets, go to the [Event's registration ticket page.](https://larpmanager.com/redirect/event/manage/tickets) Click on "New" to add a new ticket: Input the following data: - **Name:the name of the ticket; - **Details: a short description of the ticket; - **Price: the price of the ticket (shown in the currency defined in the Organization settings); - **Max available: the maximun number of sign ups available with this ticket; - **Visible: if the ticket is visible (and selectable) by the players. It is possible to select different "tier" of tickets. To activate them, go to the [Event Configuration](https://larpmanager.com/redirect/event/manage/config/tickets) panel. Now, in the ticket edit panel, there will a row for the ticket tier: *Note: "**Standard" is the default ticket tier for users / players. *Note: The maximum number of available spots defined in the event does not include Staff tickets. Here's an example of the selection for the players: ## Patron and Reduced With this feature, you can enable *Reduced tickets, where availability is dynamically based on the number of *Patron tickets previously selected by players. [First activate the "Patron and Reduced" ticket.](https://larpmanager.com/redirect/event/manage/features/reduced/on/) Now for **Tieryou'll find the two new types available: In the [Event Configuration Panel](https://larpmanager.com/redirect/event/manage/config/reduced), you can configure the ratio between the two tickets: At any moment, the system calculates the total number of available Reduced tickets by multiplying the number of purchased Patron tickets by the defined ratio, dividing the result by 10, and rounding down. ## Filler With this feature, you can enable "light" tickets, intended for a lighter experience (typically with a less complex character). If a regular ticket becomes available due to a dropout, these tickets can be upgraded. [First activate the "Filler" ticket.](https://larpmanager.com/redirect/event/manage/features/filler/on/) Now in **Tier the new type will be available: Also in the [Event panel](https://larpmanager.com/redirect/event/manage/event/) you can configure the total number of Filler spots: When the number of signups is below the **Number of Primary Spots, the *Filler ticket will not be shown. Once the maximum is reached, all ticket types will be disabled except for the *Filler tickets. When *Filler signups also reach the defined **Number of Filler Spots, registrations will be closed. ## Waiting list With this feature you can have "waiting list" tickets. Once a regular ticket spot is available due to dropout, they can be upgraded. [First activate the "Waiting list" ticket.](https://larpmanager.com/redirect/event/manage/features/waiting/on/) Now in **Tier the new type will be available: Also in the [Event panel](https://larpmanager.com/redirect/event/manage/event/) you can configure the total number of Filler spots: When the number of signups is below the **Number of Primary Spots, the *Waiting ticket will not be shown. Once the maximum is reached, all ticket types will be disabled except for the *Waiting tickets. When Waiting signups also reach the **Number of Waiting Spots, registrations will be closed. Note: If both **Filler and **Waiting tickets are activated, the order is as follows: *Up to the Number of Primary Spots: all tickets are available, except Filler and Waiting.*Between Primary and Filler limits: only Filler tickets are available.*Between Filler and Waiting limits:only Waiting tickets are available. ## Lottery With this feature you can have a "lottery" system, where players first sign up to partecipate in the lottery, and some of them are randomly selected to upgrade to a full ticket.[ First activate the "Lottery" ticket.](https://larpmanager.com/redirect/event/manage/features/lottery/on/) Now in **Tier the new type will be available: In the [Event Configuration Panel](https://larpmanager.com/redirect/event/manage/config/lottery), you can configure the number of tickets to draw, and the regular ticket to upgrade to: In the [Lottery panel](https://larpmanager.com/redirect/event/manage/lottery/), you can perform the random selection. On first access, the extraction is executed and shown for confirmation. Upon confirmation, the selected tickets will be upgraded. ### Registration Form Registration questions let you collect custom information from players at sign-up time: multiple and single choice answers, long and shor text, and more. This tutorial shows how to create, configure, and order them. ## Manage questions To manage the event's registration questions, go to the [Event's registration form page.](https://larpmanager.com/redirect/event/manage/form/) Those are questions that the players can answer during registration. You can edit the existing questions, or you can add a new one by clicking on "New". Input the following data: **Type:can be *Single choice (will be rendered as a dropdown), *Multiple choice (will be rendered as multiple checkboxes), *Single-line text(will be rendered as input field)*, Multi-line text(will be rendered as a textarea field), *Advanced text editor (will be rendered as a WYSISWYG editor); **Display: the label that will be shown for the question; **Description:the text that will be shown as help text under the question; **Status:can be *Optional(active but not required), *Mandatory (active and required), *Disabled (shown but not editable), *Hidden (not shown)*. **Maximum length: the maximum length of the text, or the maximum amount of choices. Here's an example of a*Single-line text: Here's an example of a *Multi-line text: And here's an example for*Advanced Text Editor(click on "Show" to show it): ## Manage options Fo *Single choiceand *Multiple choiceyou also need to define the options. You'll find the list of the options, and the link to add a new one, directly when editing the question: Clicking "New", you can add new options: Input the following data: **Display:the text that will be shown for this option; **Description:an optional description (will be shown in the help text of the question); **Price:the price that this option will add to the registration fee (if 0, it will not be shown); **Max available:the maximum number of signups with this option (if 0, there will be no limit). Here's an example of a *Single choicequestion: Here's an example of a *Multiple choicequestion: *If you want to reorder either questions or options, click on the arrows on the right. ## Sections To organize the questions in the registration form in sections, first [activate the "Form Section" feature.](https://larpmanager.com/redirect/event/manage/features/reg_que_sections/on/) Now in the [Event Sections panel](https://larpmanager.com/redirect/event/manage/sections/), you can create the sections: And for each form question, in it's edit form you can select the section to assign: In the player's registration form, the sections will be shown as collapsible parts (by clicking on the header, the section questions will be shown or hidden). ## Additional configurations In the [Event Configuration](https://larpmanager.com/redirect/event/manage/config/reg_form) page, you can find the following configurations: Here's an explanation: **Unique code:If enabled, a unique random code is assigned to each signup. This code is used to associate incoming payments with the corresponding signup. **Allowed:When enabled, each signup is assigned a unique random code used to accurately link incoming payments to the corresponding participant. **Hide Not Available:By default, options that have reached their selection limit appear disabled. If this option is enabled, they are hidden entirely.**Faction Selection:Adds a "Factions" field to each registration question. If filled, the question is shown only to players assigned a character from one of the selected factions.**Ticket Selection: Adds a "Tickets" field to each registration question. If filled, the question is shown only to players who selected one of the specified ticket types.**Age Selection:Adds a "Minimum Age" field to each registration question. If set, the question is shown only to players who meet or exceed the specified age. ### Registration Accounting This tutorial covers the optional financial add-ons for the registration system: pay-what-you-want contributions, fixed installment plans, tokens, credits, and discount codes. Each is an independent feature you can activate selectively. ## Pay what you want To allow player to add a free amount to their registration, [activate the "Pay what you want" feature](https://larpmanager.com/redirect/event/manage/features/pay_what_you_want/on/). On the registration page, a new field will be added: The indicated amount will be added to the player's registration fee. If you wish, you can customize the name and description of the field in the [Registration -> Form](https://larpmanager.com/redirect/event/manage/form) page. ## Fixed instalments With this feature, you can define multiple deadlines to split the payment of the signup fee into installments. First [activate the "Fixed Instalments" feature.](https://larpmanager.com/redirect/event/manage/features/reg_installments/on/) Now go to the [Event Instalment panel](https://larpmanager.com/redirect/event/manage/installments/), and create a new payment deadline clicking on "New": Define the following values: **Order: Determines the sequence of deadlines. For a signup with a specific ticket, all deadlines linked to that ticket are sorted by this value to determine the next required payment. **Amount: The amount to be paid at this deadline. If set to 0 (typically for the final installment), the system will request the remaining balance of the signup fee. **Days Deadline: Number of days from the moment of signup. **Date Deadline: A fixed calendar date for the deadline. *(Only one between Days Deadline and Date Deadline is allowed and required) **Tickets: List of tickets the deadline applies to. Start typing in the input field to select. Notes: *Defining both Days Deadline and Date Deadline is not allowed. *If no installments are defined for a ticket, the default payment deadline is 7 days from signup. ## Dynamic rates With this feature it is possible to divide the payment of a signup fee in dynamic rates (or quotas). [First activate the "Fixed Instalments" feature.](https://larpmanager.com/redirect/event/manage/features/reg_quotas/on/) Now go to the [Event Rates panel](https://larpmanager.com/redirect/event/manage/quotas/), and create a new quota option clicking on "New": Define the following values: **Quotas: The number of installments into which the payment will be divided (e.g., 1 for full payment, 2 for two installments, 3 for three installments, etc.). **Days Available: The maximum number of days before the event when this option is available for new registrations. Set to 0 to make it always available. **Surcharge: An optional additional amount applied to this quota option. *For each quota option, the total signup fee is divided equally by the number of quotas. The first installment is due 7 days after signup. Remaining installments are scheduled by dividing the time between signup and event start by the number of quotas. *Players will select their preferred quota option at signup, from those available at that time. Example: define 3 payment options—1, 2, or 3 quotas; quotas 2 and 3 have day limits (to prevent multi-tranche payments for last-minute signups), and quota 3 includes a surcharge to account for increased accounting workload. Assuming a total signup fee of 100 and a signup 60 days before the event: **1 quota: 100 due 7 days after signup **2 quotas: 50 due 7 days after signup, 50 due 30 days after signup **3 quotas: 33 due 7 days after signup, 33 due 20 days, 34 due 40 days after signup ***Note:The quota options will be applied to to all signups and tickets. *If you wish, you can customize the name and description of the field in the [Registration -> Form](https://larpmanager.com/redirect/event/manage/form) page. ## Registration surcharges With this feature, a surcharge is automatically added to a registration if it is created after a defined deadline. [First activate the "Registration surcharge" feature.](https://larpmanager.com/redirect/event/manage/features/reg_surcharges/on/) Now go to the [Event Surcharges panel](https://larpmanager.com/redirect/event/manage/surcharges/), and create a new surcharge option clicking on "New": Indicate the **Amount of the surcharge, and the deadline **Date. The surcharge will be added to all registrations created after the deadline. ## Discount With this feature it is possible to provide discount codes to the players. [First activate the "Discount" feature.](https://larpmanager.com/redirect/event/manage/features/discount/on/) Now go to the [Event Discount panel](https://larpmanager.com/redirect/event/manage/discounts/), and create a new discount clicking on "New": Define the following values: **Name: Internal name of the discount. **Sessions: Sessions where the discount is active. **Value: Amount deducted from the total registration fee. **Max Redeem: Maximum number of times this discount can be used. **Code: Discount code players must enter (customizable). **Type: Type of discount — *Standard or *Play Again (usable only if the player has already participated in another session of the same event). **Visible: Whether the discount is visible and usable by players. **Only Reg: If enabled, the discount can be used only during registration creation, not on later updates. A field will appear in the registration form where players can enter a discount code, which will then be reserved for 15 minutes. ## Gift With this feature, players can reserve registrations, complete payment, and later assign them as gifts to other players. [First activate the "Gift" feature.](https://larpmanager.com/redirect/event/manage/features/gift/on/) A new field, *Giftable, will be added to both **Tickets and **Form Questions: Only Tickets and Questions marked as giftable will appear as options in the gift registration form. Players will now have access to a new panel called "Gift". By clicking "Add new", players can create new signups. These count toward ticket and option limits, allowing them to be booked. In the [Event Registration panel,](https://larpmanager.com/redirect/event/manage/registrations/) they will be marked with the gift icon. When a gift registration is paid, a special link is generated. Another player can access the link to claim the registration, provided they do not already have a registration for that session. Once claimed, the registration is no longer marked as "*gift". ### Payments The Payments feature enables online payment collection directly through the platform. When active, registrations with a non-zero fee start in a provisional state and are confirmed only after the first payment. This tutorial covers gateway configuration, payment status management, and refunds. ## Payments To receive payments from your players, activate the [Payment feature](https://larpmanager.com/redirect/manage/features/payment/on/). *Note: When this feature is active, and the player has a non-zero registration fee, the signup will not be immediately confirmed; it will instead be in a provisional status, and will be confirmed only upon first payment. You now need to configure the payment settings. The system supports multiple payment gateways, each requiring its own specific configuration. You will now find a ["Methods" page](https://larpmanager.com/redirect/manage/methods) in the Organization' management panel: Select the gateway you wish to activate. For each activated gateway, new fields will appear to input the required data specific to that gateway. Each gateway has its own set of fields, explained in its section. For Fee, enter the percentage of the amount that is going to be witheld by the gateway. Enter the value as a number without the percentage symbol: for example, for a *1.5% fee, input: **1.5. After signup, players are automatically redirected to a page where they can select a payment method. Both the player's and the event's accounting are updated automatically. Note: Wire payment requires players to upload a proof of payment, which must then be manually approved by the event staff on the*[Confirm Payments page.](https://larpmanager.com/redirect/event/manage/invoices/) It will then be possible to review all received payments either at the [Organization payments page](https://larpmanager.com/redirect/manage/payments/), or the [Event payments page](https://larpmanager.com/redirect/event/manage/payments/). ## Additional configuration As an additional configuration, in the [Organization configuration](https://larpmanager.com/redirect/manage/config/payment) panel, you'll find a section called **"Payments": **Charge transaction fees to player:If checked, the fees witheld by the payment gateway are added to the user. If the fee is 3%, and the total registration fee is 150€, the user will be asked to pay **154.64€(as that is the amount that minus 3% gives 150€). **Disable Change Amount: By default, players can edit the payment amount (e.g., split €100 into two €50 payments). Enabling this option disables that flexibility.**Unique Code:A unique code is added automatically to each registration’s payment description. For example, "Registration fee of John Doe for Test Larp" becomes "Registration fee of John Doe for Test Larp - hR04SlbZOPXFzFx". This code helps with automatic payment validation by uniquely identifying the registration. And also in each [Event configuration](https://larpmanager.com/redirect/event/manage/config/payment) panel, you'll find a section called **"Payments": **Alert:If fixed or dynamic rates are selected, the system will treat all payments with a deadline earlier than the specified value as urgent and notify the user accordingly. **Causal:By default, the payment justification is formatted like "*Registration fee of John Doe for Test Larp". You can customize this by entering a template string; for example, inputting "Thanks {player_name} for your help!" will result in "*Thanks John Doe for your help!". ### Characters Characters are the in-game personas that players embody at your event. This tutorial covers how staff creates and manages them, how the character numbering and cross-reference system works, and how to control what players can see. ## Manage Characters To manage the event's characters, [first activate the "Characters" feature](https://larpmanager.com/redirect/event/manage/features/character/on/), then go to the [Event's characters page.](https://larpmanager.com/redirect/event/manage/characters) You can edit the existing characters, or you can add a new one by clicking on "Add new". Input the following data: **Name:the name of the character; **Presentation:a short description of the character, visible to all players (when in the event is set "Show presentations"); **Text:a long description of the character, visible only to the player to which the character is assigned (when in the event is set "Show texts"). (For *Presentation and *Text click on "Show" to display the input field). (Remember that the characters will be shown to the players when in the event is set "Show name"). ## Character number Each character is automatically assigned a number, starting from 1. In texts, you can refer to other characters using their number. This ensures that names are *automatically updated during rendering, even if the character’s name is changed later or a player sets a custom name. Additionally, referenced character names are rendered with a hoverable popup displaying information about the character and the assigned player. For example, the following text written for character #2: Will be rendered as: The reference to other characters with numbers can be done in two ways: **#XX: For bidirectional relationships (e.g., love, colleagues, rivals) where the other character is aware of the connection. **@XX: For unidirectional relationships (e.g., secret hatred, unrequited love) where the other character is not aware of the connection. These references are used in the [Event's character check](https://larpmanager.com/redirect/event/manage/check), a tool which scans all character texts to verify that bidirectional links are reciprocated - i.e., both characters reference each other. In this case, the Character Check will flag this as an inconsistent bidirectional reference: character #2 refers to character #1 using #1, implying mutual awareness, but character #1 does not mention character #2. ## Character finder During writing, press one of the reference symbols (#, @, or ^) to open a popup. You can then type the character’s name, and their corresponding number will be automatically inserted into the text. Moreover, if you highlight a reference number in the text, a popup will appear displaying the corresponding character’s name. ## Characters settings In the [Event configuration](https://larpmanager.com/redirect/event/manage/config/writing) you'll find three options: **Field visibility:If you want more fine-grained control over which fields are visible to the player at each moment, click this option and then configure the visibility in the [Event panel](https://larpmanager.com/redirect/event/manage/event). **Disable Character Finder:If you don't want the character finder, you can disable it here. **Replacing Names: In the character fields, existing character names are automatically replaced by references like #.**Paste as Text: In the WYSIWYG editor, pasted content will be stripped of formatting.**Disable Auto Save: The system perform automatic save during editing of a writing element, to ensure no work is lost; it also warn If two users attempt to edit the same element, to prevent one user from overwriting the other's changes. This configuration disable this behaviour. **External Access:If you want to allow any user to access the complete sheet of a character, enable this option. In the characters' page, a key icon will appear next to the character's name, with the link to share to allow to do so. ## Single field edit You can edit a character's field directly by double-clicking on it. This opens a popup allowing you to edit the field without opening the full character editor. ### Character Writing This tutorial covers the staff-side writing tools: pre-configured fields like Title and Cover, the Section system for organizing character sheet content, and options for controlling when and how text is shown to players. In this tutorial we'll see features mostly used in events where the character is written by the staff members. In the [Event Configuration](https://larpmanager.com/redirect/event/manage/config/writing) page, you'll find some pre-configured character fields that can be activated to extend the character fields, in the Writing section: ## Title *Used to add a short 2–3 word title to characters.A new field is now added to the character form: The title will appear in the gallery next to the character’s name. ## Cover Allows customization of the character’s cover image (before assignment to a player). A new field is now added to the character form: The cover image is displayed in the gallery. ## Assigned Tracks which staff member is responsible for a writing element (character, faction, etc). A new field is now added to the character form: *The member list is drawn from users with a staff role in the event. ## Progress This field is used to track the writing progress of a writing element (example: draft, review, approved, etc). To use, [activate the "Progress" feature](https://larpmanager.com/redirect/event/manage/features/progress/on/). Now go to the [Progress panel](https://larpmanager.com/redirect/event/manage/progress_steps/), and add new progress steps clicking on "Add". A new field is now added to the character form: *If both **Progress and **Assigned are active, a summary appears mapping assigned characters to progress. ## Relationships Allows staff to define inter-character relationships. To use, [activate the "Relationships" feature](https://larpmanager.com/redirect/event/manage/features/relationships/on/). At the end of the character edit form, you can now define relationships. Select another character to add one: The field labeled "**Direct" is used to write the character’s relationship toward another. If the other character has a relationship defined toward this one, it will appear under "**Inverse". *The list of relationships will be shown to the player at the end of the character's page. ## Character customization With this feature, players can customize some elements for the specific session they’ve signed up for. To use it, activate the ["Character customization" feature.](https://larpmanager.com/redirect/event/manage/features/custom_character/on/) *Note: Customization applies only to the session where the player is signed up. In events with multiple sessions, players can customize their character independently for each session. In the [Configuration panel](https://larpmanager.com/redirect/event/manage/config/custom_character), you can select which fields are allowed for customization. Only the chosen fields will be available for players to edit during their character customization process. On their assigned character, players will find this button: Clicking it opens the form where the selected customizable fields can be filled in by the player. ## PDF generation This feature generates a PDF version of the character sheet automatically each time the character is updated. To use it, activate the ["PDF generation" feature](https://larpmanager.com/redirect/event/manage/features/print_pdf/on/). Now go to the [PDF panel](https://larpmanager.com/redirect/event/manage/pdf/): Here you can download the gallery of characters in PDF format; test it (HTML only), and generate the PDF list of player profiles. Here you can test PDF generation for a character. Select the character on the left, then choose to generate either the PDF or the test version (HTML) for one of the following elements: **Full Sheet: Formatted using your custom template.**Light Sheet:Automatically formatted for easier printing or reading.**Relationships: Automatically formatted list of relationships. Clicking on **Template Instructions provides guidance for defining the Full Sheet template, including how to structure the *CSS, *Header, and *Background content. *The PDF generation is based on xhtml2pdf: if you desire to know more what you can do with it, you can check out their docs: [https://xhtml2pdf.readthedocs.io/en/latest/format_html.html](https://xhtml2pdf.readthedocs.io/en/latest/format_html.html) ### Character Form Character fields let you add custom attributes to characters beyond the defaults: group affiliation, status, mana, or any other value you need to track. This tutorial shows how to create, order, and configure them. ## Manage fields You can add any number of character fields, to track characteristics of them, such belonging to a group, special status or the amount of their mana. To manage the character fields, go to You can add any number of character fields to track attributes such as group affiliation or mana level. To manage them, go to the [Character form panel.](https://larpmanager.com/redirect/event/manage/characters/form) You can edit existing fields or add a new one by clicking "New". Input the following data: **Type:can be *Single choice (rendered as a dropdown), *Multiple choice (rendered as multiple checkboxes), *Single-line text(rendered as input field)*, Multi-line text(rendered as a textarea field), *Advanced Text Editor(rendered as a WYSIWYG editor) **Display: the label that will be shown for the question; **Description:the text that will be shown as help text under the question; **Visibility:can be *Searcheable (shown as filter in gallery and search tabs), *Public (visible by all players),  *Private (visibile only by the assigned player),  *Hidden (visible only to the staff). **Printable: whether the field should be included in the PDF output. If the ***Player Editor feature is activated, an additional field will appear, specifying how the field should be handled when the player edits or creates their character: **Status:can be Optional (active but not required), Mandatory (active and required), Disabled (shown but not editable), Hidden (not shown). Note: Fields for *Name, *Presentation, and *Text are auto-generated and cannot be removed. Fields linked to activated character attributes are also auto-generated. ## Manage options Fo *Single choiceand *Multiple choiceyou also need to define the options. You'll find the list of the options, and the link to add a new one, directly when editing the question. Clicking "New", you can add new options: **Display: Text shown for this option. **Description: Optional help text displayed under the question. If you want to reorder either questions or options, click on the arrow on the right. In the [Event Configuration](https://larpmanager.com/redirect/event/manage/config/char_form), you'll find four options: **Hide Not Available: When enabled, options that are not available due to restrictions will be hidden entirely instead of shown as disabled. If disabled, unavailable options are visible but not selectable. **Maximum Available: Adds a field to set the maximum number of times an option can be selected across all characters (applies to both Single and Multiple choice fields). **Ticket Selection: Adds a field to restricts an option’s availability to characters assigned to players who selected specific tickets. If no tickets are set, the option is available for all. **Requirements: Adds a field to restricts option availability based on other selected options. Requires all fields listed (*AND) and at least one of the specified options within each field (*OR). Applies to both Single and Multiple choice fields. ### Character Creation With the Player Editor feature, players can create and edit their own characters directly on the platform. This tutorial explains how to configure the maximum character limit, the approval workflow, and what the creation flow looks like from the player's perspective. ## Character creation With this feature, characters can be created and edited by the players. To use it, first [activate the "Player editor" feature.](https://larpmanager.com/redirect/event/manage/features/user_character/on/) In the [Configuration panel](https://larpmanager.com/redirect/event/manage/config/user_character), three options will be available: ### Maximum Number The **Maximum Number option sets the limit of characters a player can create: If set to **0, the player cannot create characters but can edit characters created by staff and assigned to them. If set to a value greater than **0, and the player is signed up and currently has fewer characters than the limit, they will be prompted to create a new character. They can also access the list of their characters on the "***Characters" button. When a player accesses their assigned character page, a **"Change" button will appear, allowing them to edit the character. *Note: When a character is created by the player, it is automatically assigned to them for that event. *Note: If the **Campaign feature is active, and the player created a character in the parent event, signing up to a new event will automatically assign that character to them in the new event as well. ## Approval It is possible to setup a character approval process, requiring each character to be submitted by the player and approved by staff before joining. Check the **Approval option;  a status field will be added when editing characters in the staff [Characters panel](https://larpmanager.com/redirect/event/manage/characters): The possible values are: **Creation: Character has been created. **Proposed: Player has submitted the character for staff approval. **Review: Staff has requested changes. **Approved: Character has been approved. On the player's character form, *only if the character is in status Creation, there will be this check: If checked, the character moves to **Proposed; if not, it stays in **Creation. *Characters appear in the gallery only when **Approved. *Custom texts for each status change can be defined in the *[Texts panel](https://larpmanager.com/redirect/event/manage/texts), by selecting the appropriate type. Additionally, each [character field](https://larpmanager.com/redirect/event/manage/writing/form/character/) can be configured to be editable only in selected stages (if none selected, always editable): ***Important: This feature is only for **single-session events. For multi-session events, use **Character Customization instead. ## Active / Inactive Characters *This feature is only available when the [Campaign feature](https://larpmanager.com/redirect/manage/features/campaign/on/) is active. In a campaign, a character may become permanently retired, killed, or otherwise unable to continue. You can reflect this by marking them as **Inactive. To do so, open the character's edit form from the [Characters panel](https://larpmanager.com/redirect/event/manage/characters). When Campaign is active, an **Active checkbox will appear: By default, all characters are **Active. Uncheck the box to mark the character as **Inactive: - The character can no longer be manually or automatically assigned to a player (assignments for events that have not yet started are automatically deleted) - Inactive characters are not counted toward the player's maximum character limit. This allows the player to create or receive a new character without hitting the cap. In the [Characters panel](https://larpmanager.com/redirect/event/manage/characters), an **Active column is shown (toggle it from the column selector). A checkmark indicates the character is active; no checkmark means inactive. Similarly, from the player's side, the **Characters page groups campaign characters by campaign and shows an **Active column. A checkmark means the character is still in play; no checkmark means the character is retired. *Note: Inactive characters remain visible, so their character sheet and game history is maintained. ## Player Relationships If enabled, players can write relationships between their character and others. A **"Relationship" button will be added on the character page: Clicking **"Add" opens the relationship form. *Relationships are listed at the end of the character's page. ### Character Inventory The [Character Inventory feature](https://larpmanager.com/redirect/event/manage/features/inventory/on/) lets you assign and track resources, such as currencies, materials, or consumables, to characters. Staff can define resource types, create inventories, add resources from the NPC bank, and track every transfer. Players can view their inventory on their character sheet and transfer resources to other characters at any moment. ## Setup: Pool Types Before creating inventories, define the types of resources characters can hold. To do this, go to the [Pool Types panel](https://larpmanager.com/redirect/event/manage/ci/pool_types) and click "Add" to create a new resource type. Set as **Namethe name of the resource (e.g. "Money", "Weapons", "Reagents"). *Note: all pool types you define here will appear as separate balance rows in every inventory. ## Inventories Go to the [Inventories panel](https://larpmanager.com/redirect/event/manage/ci/inventory) to see all inventories for the event. A character can own multiple inventories, and an inventory can be shared by multiple characters. *Note that a personal inventory for each character is created automatically for each character. It is named 's Personal Storage and is assigned to that character as its sole owner. This means you do not need to create individual inventories manually for every character, as they are provisioned automatically. To create a new Inventory (for example for a bank or a guild), click "New". Define the following values: - **Name: a label for the inventory. - **Owners: one or more characters that have access to this inventory. ## Viewing and Managing an Inventory From the [Inventories panel](https://larpmanager.com/redirect/event/manage/ci/inventory), click the view icon next to an inventory to open its detail page. The first section is **Currencies & Materials,with a row for each pool type with the current balance. Staff can add resources directly from the NPC bank by entering an amount and clicking "Add from NPC". A **Reason field is available to record why the resources were added. The source inventory must have enough resources (transfers that exceed the available balance will be rejected). *Note: Staff can transfer from any inventory to any other inventory, or from/to the NPC bank. Players can transfer only from inventories they own, and cannot transfer to or from the NPC bank. *Note: "NPC" in the transfer log means the event's resource bank; it represents resources entering or leaving the game economy. The second section is **Transfer Log: a full history of every transfer involving this inventory, showing the time, the staff member or player who performed the transfer, the source and target inventories, the resource type, the amount, and the reason. ## Player View On the player's character sheet, an **Inventories section appears listing all inventories owned by that character. Each inventory card shows the name and the current balance of every resource type, with a link to the inventory detail page. *Players can open the detail page to view their transfer history and send resources to other characters' inventories. ### Experience Points The Experience Points feature lets you assign XP to characters and allow players to spend it on abilities and skills. This tutorial explains how to configure the XP system, manage ability trees, and handle player-driven selection. ## Experience Points To manage XP (experience points) and assign abilities / skills to characters, activate the ["Experience points" feature.](https://larpmanager.com/redirect/event/manage/features/experience/on/) In the [Configuration panel](https://larpmanager.com/redirect/event/manage/config/px), two options will be available: If **Player Selection is checked, players will see a button on their character page to obtain new abilities, provided they have sufficient XP and meet all prerequisites. If you have set a value of **Undo Period, players will be able to cancel a newly acquired ability for that number of hours: ## Abilities To create Abilities (or Skills), first define the type of abilities in the [Ability type panel](https://larpmanager.com/redirect/event/manage/experience/ability_types/), and click on "Add" to input a new type of ability. Now go to the [Ability panel](https://larpmanager.com/redirect/event/manage/experience/abilities/), and click on "Add" to input a new ability: **Name: Name of the ability **Type: The associated ability type **Cost: XP cost to acquire the ability (If the cost is 0, the ability will be automatically given to the characters). **Description: Explanation of what the ability does **Characters: List of characters to assign this ability to If "*Player selection" is checked, there will also be three additional field: Players will be able to obtain only abilities that are: 1) visible, 2) for which the have all the required pre-requisites (AND between pre-requisite abilities), 3) for which they have chosen the indicated character options (as [defined here](/tutorials/character-form/#manage-options) - AND between character fields, OR within each character field) ## Deliveries To give experience points to characters, go to the [Delivery panel](https://larpmanager.com/redirect/event/manage/experience/deliveries/), and click on "Add": Input the name of the delivery, the amount of experience points to give, and the list of characters to select. Abilities and deliveries for each character can be selected also in the characters's edit form: ## Rules You can also configure custom character fields whose value is auto-computed based on the character's abilities; for example, ***hit points*.To configure them, first activate the *Rules in the [Configuration panel](https://larpmanager.com/redirect/event/manage/config/px), then go to ["Writing / Form"](https://larpmanager.com/redirect/event/manage/writing/form/character/) page and create a new field with type "**Computed" (this field will not be editable by staff or the player, as it's value will be automatically computed): Now go to the "[Experience / Rules](https://larpmanager.com/redirect/event/manage/experience/rules/)" page to define how this new field should be computed: Set as values: **Abilities: The rule will be applied for all characters with at least one of the abilities. If no abilities are selected, the rule is applied to *allcharacter. (Please note that the rule will be applied only one time; if you want separate effects for different abilities, add new rules for them). **Field: The character field whose value will be updated. **Operation: Either addition, subtraction, multiplication, division. **Amount: The value of the operation. ## Modifiers You can define alternative costs for abilities, based on whether the character has already learned certain abilities or meets specific character conditions, for example: Assign *default skills for a classby setting their cost to 0, so all characters of that class automatically gain them. Block *certain skills by assigning a prohibitive cost (e.g., 999) if the character has already learned conflicting abilities or belongs to a restricted class. ***Note: If multiple modifiers apply to the same ability, only the first one in the defined order takes effect. To manage them, first activate them in the [Configuration panel](https://larpmanager.com/redirect/event/manage/config/px), then go to the "[Experience / Modifier](https://larpmanager.com/redirect/event/manage/experience/modifiers/)" page to define how this new rule should be applied: Set as values: **Abilities: The modifier will be applied to all the selected abilities. **Cost: The new cost to apply. **Pre-requisites: The modifier will be applied if the character has learnt all of the selected pre-requisite abilities. **Requirements: The modifier will be applied if the character has all the selected options (defined as [detailed here](/tutorials/character-form/#manage-options)). ## System The system automatically manages one system for experience points (with name "XP"). You can manage multiple systems, each one with their dedicated abilities and deliveries. To configure them, you can activate them in the [Configuration panel](https://larpmanager.com/redirect/event/manage/config/px), then go to the "[Experience / Systems](https://larpmanager.com/redirect/event/manage/experience/systems/)" page. ## Templates If you have a lot of similar abilities, you can set up the Template. If in a ability you set a template, will use its description; so if you set up many abilities with the same template, they will all share the same description, while having different costs and requirements. To configure them, you can activate them in the [Configuration panel](https://larpmanager.com/redirect/event/manage/config/px), then go to the "[Experience / Templates](https://larpmanager.com/redirect/event/manage/experience/ability_templates/)" page. ### Factions Factions let you group characters into named in-game organizations: nations, guilds, classes, or secret societies. This tutorial covers the three faction types and explains how they affect the character gallery and character sheets. ## Manage Factions To group the characters in factions, [activate the "Factions" feature](https://larpmanager.com/redirect/event/manage/features/faction/on/). Now in the [Faction panel](https://larpmanager.com/redirect/event/manage/factions/), click on "New" to create a new faction: **Type:There are three: *Primary (Used for main grouping in the gallery, such as nation, core affiliation), *Transversal (Cross-grouping across primary faction, such as class, race, profession), *Secret (Hidden faction, visible only to assigned characters, used for secret plots) **Name: Public name of the faction**Presentation: Public description of the faction**Text:Private description, visible only to players in the faction**Characters: List of characters assigned to this faction *A character can be assigned to only one "Primary" faction. To show the factions to players, toggle the visibility on the [Event panel](https://larpmanager.com/redirect/event/manage/event): If the ["Player editor" feature](https://larpmanager.com/tutorials/character-advanced/#player-editor) is active, a new field will be added to the faction form: Players will be able to select this faction when editing e/o creating their character: ### Ensemble *A character learning tool for larps ## What is Ensemble? Ensemble facilitates an accessible presentation of characters and a quick way to learn them. It provides organizers and players with a very flexible tool and intuitive interface for presenting, sorting and categorizing characters. Remembering them is made easy, social and fun through a deck of flash cards, a booklet as well as an online database. There is no need for layout skills, Ensemble lets you print the cards and booklet with all layout done, and you don’t need an app to access the characters from your phone. Ensemble is suitable for all kinds of larps, from small chamber larps where the organizer presents the players with pre-written characters and fixed relations, up to and including huge sandbox games where the players write their characters and group affiliations themselves. ## Why Ensemble? So many of the larps we play portray very close-knit communities, be it a village, a spaceship, a military unit, a prison camp or a school class. You will typically have close relationships with a few other characters, and maybe learn about a couple more, but the feeling that you really ought to know all of them intimately lingers. Through Ensemble the players can realistically be expected to arrive at the site already knowing most of the other characters. This means less onsite time has to be allocated for character and group presentation workshops. Players will be more familiar with the social structure of the larp and feel less stress about “who is who”, they will feel more immersed and can more easily play with everyone instead of just the players they know the best. Basically, the players will have a better game. ## How to use Once you [activate the "Ensemble feature](https://larpmanager.com/redirect/event/manage/features/ensemble/on/), the user interface will show the link to the dedicated page: In it, there are three view available: **Book(to show all the characters in a booklet format), **Cards(to show / print the characters in the cards format), **Compact list (to show the characters in list format). Once the feature is active, in the Factions edit page it will be possible to choose a color; the card of a character will show at the top the colors of the factions assigned. *(Many thanks to Janusz Maxe and Lars Nordbeck for sharing their work!) ### Plots To manage storylines within the event that span across multiple characters, enable the [**Plot feature](https://larpmanager.com/redirect/event/manage/features/plot/on/). Then, in the [Plot panel](https://larpmanager.com/redirect/event/manage/plots/), click on "New" to create a new one: **Name:name of the plot, visible to characters involved. **Concept: internal staff notes, not visible to players.**Text: the shared storyline content, displayed to all characters involved.**Characters: list of characters participating in the storyline. When a character is added to this section, a new row appears where you can enter personalized text for that specific character: It is possible to edit the specific role in the plot also from the character edit page: The texts of all plots, and the personal roles, will be displayed in the character's page once assigned to a player: ### Casting The Casting feature lets players express preferences for which characters they would like to play, then runs an algorithm to assign characters automatically based on those preferences. This tutorial covers setup, the player preference flow, and how to run and review the assignment. ## Casting Algorithm To manage player preferences on characters and perform assignment with an algorithm, [activate the "Casting" feature](https://larpmanager.com/redirect/event/manage/features/casting/on/). In the [Event configuration](https://larpmanager.com/redirect/event/manage/config/casting) panel, set those values: When a player is signed up and has fewer assigned characters than the **Assignments limit, an additional navigation bar button will appear, allowing them to request or select more characters. For each preference, the player first selects a faction on the left, then a character on the right. Once the number of preferences entered is between the defined **Minimum Preferences and **Maximum Preferences, they can be submitted. *Players may update their preferences at any time before the character assignment. Recommended number of preferences: **3 - 4 if the event has fewer than 30 characters **5 - 6if between 30 and 50 characters **7 - 8 if more than 50 characters If **Show Statistics is checked, each unassigned character will display a graph showing how many players have selected them as a preference. ## Assignments When ready to assign characters, go to the [Casting panel](https://larpmanager.com/redirect/event/manage/casting/). At the top of the page, you'll see a summary indicating if any players have not submitted preferences or if any characters have received no preferences. *Note: The number of characters available for assignment is calculated as all characters minus those that received no preferences. If this number exceeds the number of players who submitted preferences, the algorithm will fail. You can select the list of ticket types, and the status of payment. If you have activated the Factions, you'll also find a selection on the characters to make available for assignment: The list of player preference is shown in the middle of the page: The first column contains a selector to choose which players to include in the assignment.The second column shows the casting priority based on the ticket selected by the player.The following columns display the list of each player's character preferences. By default, all preferences are active in the algorithm (**YES). You can block a preference by clicking it, changing it to **NO, which excludes it from consideration. Clicking again will reactivate it. Clicking **"Start Algorithm" runs a simulation of the assignment based on the current player selections, preferences, and configuration data. At then end of the page, you'll see the results of the simulation: Review the simulation results carefully. When confirmed, click **"Upload" to finalize and assign the characters. If **"Field for exclusions" is selected, an additional field will appear in the player’s preferences, allowing them to explicitly exclude certain themes. This information will then be shown in the casting's list, under column "Avoid": To make an informed decision on which character preferences to block for each player, use the available data and distribution indicators. For the algorithm to find a solution, preferences must be reasonably distributed among characters. If too many players select the same few characters, the algorithm may fail. In such cases, set a value for **"Additional Preferences" in the configuration. This will assign each player a random set of preferences from characters who received none, improving feasibility - but may result in some players being assigned characters they did not choose. ## Priority You can assign a priority to each ticket type, giving players with certain tickets a higher chance of receiving their preferred characters. A new **Priority field is now available in the ticket edit form. If you can additionally tweak how the algorithm favours players that: - Signed up earlier (**Registration Priority option) - Payed in full earlier (**Payment Priority option) Both this options can be set: 0 (default disabled, not taken into consideration), 1 (normal priority), 10 (strong priority) ## Mirror If you want players to select preferences while keeping characters secret, use the **Mirror feature. When this option is enabled, a new field appears on the character edit form, allowing you to define the mirrored version of the character that will be shown to players instead of the actual character: Example: in your game, the baker is secretly the killer, but you want to hide this from players. First create the public-facing character **"The Baker", and then create another character **"The Killer", and in its Mirror field, select **"The Baker". Players who want to play the antagonist will submit preferences for **"The Killer". If the casting algorithm assigns a player to **"The Killer", they will actually be assigned **"The Baker". *Direct preferences for **"The Baker" are ignored, preventing the character from being assigned to players who did not explicitly choose to play the secret role. ### Quests and Traits Enable the [Quests and Traits feature](https://larpmanager.com/redirect/event/manage/features/questbuilder/on/) to manage parts of character sheets that can be freely combined, chosen by players, and assigned to characters. There are three key concepts: - **Trait: A single text element assigned to a character. Each Trait belongs to a Quest (e.g., roles in a heist: *Mind, Muscle, Face). - **Quest: A collection of Traits sharing a common theme (e.g., *Heist). Each Quest belongs to a Quest Type. - **Quest Type: A grouping of Quests within the same category (e.g., *Past Occupations). *Each character can have at most one Trait for Quest Type. To create a new Quest Type, click on "New" in the [Quest Type panel](https://larpmanager.com/redirect/event/manage/quest_types/): To create a new Quest, click on "New" in the [Quest panel](https://larpmanager.com/redirect/event/manage/quests): **Type: The chosen *Quest type; **Name: Name of the *Quest; **Presentation: Shown to all players; **Text: Visible only to characters assigned a *Trait from this *Quest. To create a new Trait, click on "New" in the Traits panel: **Quest: The chosen *Quest for the *Trait; **Name: Name of the *Trait; **Presentation: Shown to all players; **Text: Visible only to characters assigned this *Trait. When writing a Trait, you can reference other Traits using their reference number in the format #. The key difference is that when the Trait is assigned, the reference number will be replaced with the name of the character who received that Trait. For example, if the **Muscle Trait has reference number 2, writing #2 inside the **Mind Trait, means that when a player assigned the **Mind Trait reads it, #2 will be replaced with the name of the character assigned the **Muscle Trait. Quests and Traits will be shown to players: And clicking of a *Quest, will show all it's *Traits: If the ["**Casting" feature ](tutorials/casting/)is active, players can input preferences on the Trait they wish to play, for each Quest Type: And theTraits can be assigned by organizers using the [Casting algorithm](https://larpmanager.com/redirect/event/manage/casting/): You can also directly assign Traits when editing a registration in the [Registrations panel](https://larpmanager.com/redirect/event/manage/registrations): ### Deadlines The Deadlines feature helps you track players who have missed key milestones, such as completing sign-up, submitting their character, or paying, and send them automated reminders. This tutorial covers how to configure tolerances and use the monitoring panel. ## Deadlines To monitor players who have missed a deadline regarding their signup, activate the ["Deadlines" feature](https://larpmanager.com/redirect/manage/features/deadlines/on/). In the [Organization Configuration](https://larpmanager.com/redirect/manage/config/deadlines), you'll find two options: **Tolerance: In the monitoring panel, all signups that missed a deadline are listed. Those exceeding the defined tolerance (in days) appear in a separate row. Signups are not deleted automatically; removal must be done manually. **Frequency:Email alerts are sent every specified number of days per event to users with the "Organizer" role. Now, for each event you'll find a [Deadlines page](https://larpmanager.com/redirect/manage/deadlines), that summarizes all missed deadlines: The monitored deadlines include:*Payment deadlines(full amount, dynamic rates, or fixed installments), Completion of personal data in the user profileIf the Membership feature is active, checks also cover: Submission of the membership registration request, Payment of the annual membership fee ## Reminders To send automatic reminders to players for their deadlines, [activate the "Reminder" feature](https://larpmanager.com/redirect/manage/features/remind/on/). In the [Organization configuration](https://larpmanager.com/redirect/manage/config/remind), you'll find two options: Reminder emails are sent for the previously outlined deadlines. It is also possible to customize the text of the emails in the [Organization text](https://larpmanager.com/redirect/manage/texts/) page: ### Users This tutorial covers the features on player management. It explains how to handle in-platform help requests from players, give the safety and diet teams access to sensitive participant data, enable private messaging between users, manage your newsletter contacts, and allow users to create and operate delegated accounts on behalf of others. ## Help To manage player help requests directly in the platform, [activate the "Help" feature](https://larpmanager.com/redirect/manage/features/help/on/). Players will now see a link at the bottom of every page in the interface: Clicking on "Need help" will open a new page: Below they will also see the full list of messages and replies from the staff: To answer, you can either con the the [Questions page](https://larpmanager.com/redirect/event/manage/questions) of each Event, or the [global Questions page](https://larpmanager.com/redirect/manage/questions) of the Organization: You can aswer them, or close them if no further actions are needed. ## Safety If in the [user profile](tutorials/player-information/#organization-profile) you have selected the "Safety" field, a [Safety page](https://larpmanager.com/redirect/event/manage/safety) will be available for each Event: This page can then be shared only with the safety team, ensuring only them have access to these sensitive informations. ## Diet If in the [user profile](tutorials/player-information/#organization-profile) you have selected the "Diet" field, a [Diet page](https://larpmanager.com/redirect/event/manage/diet) will be available for each Event: This page can then be shared only with the food team, ensuring only them have access to these sensitive informations. ## Chat To allow users to safely message each other through the platform, [activate the "Chat" feature](https://larpmanager.com/redirect/manage/features/chat/on/). In each user profile (reachable clicking of the user in the event gallery), a new link will be available: Clicking on it, another user will be able to send a private message. *Note: the messages will be directly sent to the user's emails, without exposing them to the other user. ## Neswletter To manage the list of emails of users that have given permission to share their data with your organization, [activate the "Newsletter" feature](https://larpmanager.com/redirect/manage/features/newsletter/on/). Now, on the [Newsletter page](https://larpmanager.com/redirect/manage/newsletter), you'll find them, categorized by the preference they have expressed, and their language: *Note: please respect the user's newsletter subscription preferences when sending messages. ## Delegated Users To allow users to manage delegated accounts (for example for friends of for children), [activate the "Delegated Users" feature](https://larpmanager.com/redirect/manage/features/delegated_members/on/). Users will now see a new option in the menu: Going in that link will show a page to manage delegated users: They can now create new delegated users; or clicking on "Login", to acces the platform with that account, performing sign-ups, o *Note: delegated users may later be upgraded to stand-alone users by submitting a request to the platform administrators. ### Membership The Membership feature implements a formal onboarding process for your organization's members. Only approved members can pay and participate in the organization's event. New participants are prompted to download a membership request document pre-filled with their data, sign it, and upload the signed copy for staff approval. You can also require payment of an annual membership fee, and track the status of every member directly from the registration panel. ## Membership To implement a formal approval process for members registering for an event, [activate the "Membership" feature](https://larpmanager.com/redirect/manage/features/membership/on/). Now [set the configurations](https://larpmanager.com/redirect/manage/config/membership): **Age:Minimum age required for individuals to be eligible as members (can be blank). **Annual Fee: The yearly membership fee that each member must pay, calculated from the start of the membership year (can be left empty if not present). Participating in any event in a membership year requires the payment of the membership fee; if not payed, it will be added to the first payment of event signup for that year. **Start Day:The calendar day on which the membership year officially begins. Format: DD-MM (e.g., 01-01 for January 1st). **Free Months Quota:Normally users are able to pay the membership fee only if they are signed up for an event in the current membership year. If you wish to allow them a window of time where they can pay the membership fee anyway, set the value here (can be blank). ## Membership request template Now you need to set up the membership document template text. Go the [Organization's Text](https://larpmanager.com/redirect/manage/texts) page, and you'll find a new text type: Define the template for the membership request document in this field. An example could be: *I, the undersigned {{ member.surname }} {{ member.name }}, born on {{ member.birth_date }} in {{ member.birth_place }}, residing at {{ member.get_residence }}, holding {{ member.get_document_type_display }} no. {{ member.document }}, phone {{ member.phone_contact }}, email {{ member.user.email }}, hereby request the Board of Directors to be admitted as a member of the Association. When an user signs up for their first event of the Organization, the request document will automatically populated with the user’s data. Users will then download the PDF document, only sign it, and upload the signed copy. After a confirmation page, the request is then sent to the Board: To review members, go to the [Membership panel](https://larpmanager.com/redirect/manage/membership). The new requests are at the top of the list: Clicking on "Request", you open an page where you can either **Approvethe request, and the user will be accepted as new member. At the bottom, you can also **Reject it (if for example the documentation is not correct). The user will then be able to submit a new request. ## Membership fee If you've selected a value for the yearly membership fee, each participant of event in the current year will be prompted to pay it. On the [Membership panel](https://larpmanager.com/redirect/manage/membership) you can review the users that have already paid it, or you can approve the payments done by wire / freeform. You can also add manuall the membership documents for a member, or the receipt of the payment of their membership fee: In the **Registrationpanel of each Event, you'll also find a column with the membership status: The values are: **Absent:No membership data, **Shared: The users has given to the platform permission to share their data, but not uploaded a membership request (first step), **Uploaded: The user has uploaded the request but non confirmed (second step), **Submitted: The user has confirmed the request and completed the process (third step), **Accepted: The user has been acceted as a Member, **Revoked: The user has been rewoked the Member status. ## Membership Deadlines If you have also activated the **Deadlinesfeature, in the [Deadlines panel](https://larpmanager.com/redirect/manage/deadlines) you'll find a recap on the users that have not yet submitted the membership request (or paid the annual membership fee, if a values has been set): ## Additional texts On the [Organization's Texts](https://larpmanager.com/redirect/manage/texts) page, three more text types become available when Membership is active: **Statute: Optional text shown at the bottom of the membership page, *to already-accepted members. Use it to display the association statute or any information relevant to full members. **Reminder membership request: Body of the automated reminder email sent to registered participants who have not yet completed their membership request. If left blank, a built-in default message is used, which includes a direct link to the membership application page. **Reminder membership fee: Body of the automated reminder email sent to registered participants who have not yet paid the annual membership fee. If left blank, a built-in default message is used, which includes a link to the payment page and a note about the insurance requirement. *Note: the reminder emails are sent automatically by the daily automation task. To configure when they are triggered, see the [***Deadlines](https://larpmanager.com/tutorials/deadlines/) tutorial. ## Member detail From the [Membership panel](https://larpmanager.com/redirect/manage/membership), clicking on a member's name opens their detail page. From there you can access two sub-sections: - **Registrations: List of all event registrations for that member within the association, with costs and payment status. - **Accounting: Full payment and accounting history for that member within the association (payments, tokens, credits, discounts). - **Membership: Membership status, uploaded request and document, card number and newsletter preference. ## Membership Registry The **Registry panel lists all accepted members who have been assigned a card number, ordered by card number. It is designed to serve as the official membership register of the association. To access it, you need the **Registry permission enabled in your [Organization Roles](https://larpmanager.com/redirect/manage/roles). ## Enrollment list The **Enrolment panel shows the list of members who have paid the annual membership fee for the current year, together with their card number and enrollment date. This list is useful if you have an insurance based on on yearly payment of the membership fee. To access it, you need the **Enrolment permission enabled in your [Organization Roles](https://larpmanager.com/redirect/manage/roles). ### Accounting The platform tracks the financial side of every registration automatically. This tutorial covers the accounting views available to players (personal balance and registration fees) and to organizers (global balance, per-event breakdown, and individual accounting management). ## User Accounting Each user can access their personal accounting from the menu: This page summarizes any pending payments, if present, and the accounting status of all their registrations. ## Organization Accounting To view an overview of the organization's accounting, go to the [Organization Accounting](https://larpmanager.com/redirect/manage/accounting/) page. At the top, you'll see the**Global Balance. This reflects the organization's positive operating margin, based solely on the budgets of events marked as "Completed." If Tokens/Credits are enabled, these number assumes all of them have been reimbursed. This is a virtual balance, indicating the available margin for planning organizational expenses. Below that is the **Overall Balance. This represents the actual amount that should be held across the organization’s bank and financial accounts. To align this with your real financial status when first using the system, record an Inflow (see below) with the current amount held. *Note: Additional summary rows will appear if you activate more Accounting features. ## Event Accounting To view an overview of the an event accounting, go to the [Event Accounting](https://larpmanager.com/redirect/manage/event/accounting/) page. This overview allows you to monitor actual versus expected income, track payment methods, and calculate net event profitability. Below you'll find a breakdown of each accounting types. ## Donation To allow users to perform voluntary donations to the Organiazion, [activate the "Donation" feature](https://larpmanager.com/redirect/manage/features/donate/on/). Users can now find a Donate section on their accounting page. Following their link they can perform the donation, that will be recorderd as an organization inflow. ## Tokens To use tokens, [activate the "Tokens" feature](https://larpmanager.com/redirect/manage/features/tokens/on/).**Each user will have an associated *token balance in the system. The primary function of tokens is to automatically reduce the registration fee when a user signs up for an event - one token per unit of the organization's configured currency (e.g., 1 token per €1). The system handles token accounting automatically. This allows the organization to reward players or collaborators by granting tokens, which they can then use to lower the cost of future event registrations. To issue tokens to a user, you can add them from the [Tokens page](https://larpmanager.com/redirect/manage/event/tokens/) of the event (in which case they will be counted as event expenses) or from the organization's [Tokens page](https://larpmanager.com/redirect/manage/tokens) (in which case they will be counted as organizational expenses). You can also customize the display names in the [Organization configuration](https://larpmanager.com/redirect/manage/config/tokens) page; the list with the total amounts of tokens for all users will be available in the [Organization Accounting](https://larpmanager.com/redirect/manage/accounting/) page. ## **Credits To use credits, [activate the "Credits" feature](https://larpmanager.com/redirect/manage/features/credits/on/).**They function similarly to tokens but with a key difference: they represent a real debt the organization owes to the user. Unlike tokens, credits can either be used to reduce event registration fees or be refunded upon request (see below: ***Refunds). They can also be used to reimburse collaborators who have incurred expenses while organizing events (see below: ***Expenses). To issue credits to a user, you can add them from the [Credits](https://larpmanager.com/redirect/manage/event/credits/) page of the event (in which case they will be counted as event expenses) or from the organization's [Credits page](https://larpmanager.com/redirect/manage/credits) (in which case they will be counted as organizational expenses). You can also customize the display names used in the [Organization configuration](https://larpmanager.com/redirect/manage/config/token_credit) page; the list with the total amounts of credits for all users will be available in the [Organization Accounting](https://larpmanager.com/redirect/manage/accounting/) page. ## Expenses To allow collaborators to upload receipts for event-related expenses and receive reimbursement in Credits, [enable the "Expenses" feature](https://larpmanager.com/redirect/manage/features/expense/on/). Each staff member can upload these receipts from the event's [Upload Expense](https://larpmanager.com/redirect/manage/event/upload/expenses/) page, and clicking on New: Expenses can then be reviewed in the event's [Expenses](https://larpmanager.com/redirect/manage/event/expenses) panel, or globally in the organization's [Expenses](https://larpmanager.com/redirect/manage/expenses) panel: Once approved, an equal amount of ***Credits will be issued to the user. ## Collections To allow users to start pooled collections to give a gift to another user, [enable the "Collections" feature](https://larpmanager.com/redirect/manage/features/collection/on/). Users can now find a Collection section on their accounting page: When a collection is created, a shareable link is provided for inviting other friends to contribute: When a collection is closed, the amount can be issued as ***Creditsto the recipient by accessing the [Organization's Collections](https://larpmanager.com/redirect/manage/collections) page. ## Refunds To allow users to request a refund for accumulated ***Credits, [enable the "Refunds" feature](https://larpmanager.com/redirect/manage/features/refund/on/). Users can now find a Refund section on their accounting page: You can then review the requests in the Organization's Refunds page: After completing the payout, click "Done" to mark the refund as reimbursed. ## Inflows To manage inflows of money beyond participant registration fees, [enable the "Inflows" feature.](https://larpmanager.com/redirect/manage/features/inflow/on/) Inflows can be added either in the event's [Inflows](https://larpmanager.com/redirect/manage/event/inflows) page, or in the overall organization [Inflows](https://larpmanager.com/redirect/manage/inflows) page: ## Outflows To manage outflows of money paid through the organization's financial accounts, [enable the "Outflows" feature](https://larpmanager.com/redirect/manage/features/outflow/on/). Inflows can be added either in the event's [Outflows](https://larpmanager.com/redirect/manage/event/outflows) page, or in the overall organization [Outflows](https://larpmanager.com/redirect/manage/outflows) page: ## Taxes To automatically calculate taxes due on received payments, [activate the "Taxes" feature](https://larpmanager.com/redirect/manage/features/vat/on/). Now set the taxes percentage in the [Organization configuration](https://larpmanager.com/redirect/manage/config/vat) page: The taxes due amount will be displayed in the [Payments](https://larpmanager.com/redirect/manage/payments) page: ## Verification payments In the payment processing system, bank transfers are manually approved by organizers. As an additional verification measure to confirm the arrival of funds, [enable the "Payment Verification" feature](https://larpmanager.com/redirect/manage/features/verification/on/). Now the [Payment Verification](https://larpmanager.com/redirect/manage/verification) page displays all received bank transfers that have not yet been verified: You can upload a CSV file to verify payments in bulk. This payment list can be obtained from your bank or equivalent provider; it must have the payment amount as the first column and the bank transfer reference as the second. *(The unique code automatically added by the system to outgoing payments helps identify them during this verification phase) ## Organization Tax To automatically set aside a portion of an event's revenue as organizational self-funding, [enable the "Organization Tax" feature](https://larpmanager.com/redirect/manage/features/organization_tax/on/). Now set the organization tax percentage in the [Organization configuration](https://larpmanager.com/redirect/manage/config/organization_tax/) page: Now in the [Event Accounting](https://larpmanager.com/redirect/manage/event/accounting) page, a new entry will be added for the organization tax calculated amount: ### Check-in This tutorial explains how to use QR Code Check-in to validate participant presence on-site, verify payment and character assignment, and automatically award attendance XP. Use this feature whenever you need a fast, paperless accreditation desk at your event. ## Activating Check-in To use QR Code Check-in, [activate the "QR Code Check-in" feature](https://larpmanager.com/redirect/event/manage/features/checkin/on/) from the event features panel. [SCREENSHOT: features panel with Check-in highlighted] Once active, a **Check-in section appears in the event management sidebar. ## Player QR Code As soon as Check-in is active, every registered participant automatically receives a unique encrypted QR code. Players can view and download their code from their personal event page. [SCREENSHOT: player view showing QR code on event page] The code encodes the participant's profile, selected character, and payment status at generation time. It is also stored locally in the browser so it remains accessible even without an internet connection, useful for venues with poor signal. *Note: the QR code is regenerated automatically if the registration is cancelled and re-created. ## Scanning and Validating a Participant Staff members with the **Check-in permission can access the scanner by going to the [Check-in panel](https://larpmanager.com/redirect/event/manage/checkin) and tapping **Open Scanner. [SCREENSHOT: Check-in panel with Open Scanner button] Point the device camera at the participant's QR code. LarpManager decodes it instantly and displays a summary screen with the following information: - **Registration status: whether the participant is confirmed, on the waiting list, or has an outstanding balance. - **Payment: amount paid and amount still owed. - **Liability form: whether the participant has signed the required forms. - **Character: name of the assigned character and starting skill/XP allocation. - **Age check: whether the participant meets any minimum age requirement set on the event. [SCREENSHOT: scan result screen showing participant summary] Tap **Confirm Check-in to mark the participant as present. The button is disabled if the registration is not in a valid state (e.g., unpaid and payment is required). *Note: you can allow check-in even with an outstanding balance by enabling the "Allow check-in with debt" option in the [Check-in configuration](https://larpmanager.com/redirect/event/manage/config/checkin). ## Offline Mode If the device loses connectivity (common at outdoor or remote venues), the app continues to work. Scans are stored locally in an encrypted buffer and synchronised with the server automatically as soon as the connection is restored. [SCREENSHOT: offline indicator on the scanner screen] A banner at the top of the scanner screen indicates how many check-ins are pending sync. Do not close the browser tab until all pending check-ins have been uploaded. *Note: offline mode requires the participant's QR code to have been generated before losing connectivity. Codes generated after the connection was lost cannot be validated offline. ## Check-in Dashboard Go to the [Check-in panel](https://larpmanager.com/redirect/event/manage/checkin) to view the real-time accreditation overview. [SCREENSHOT: check-in dashboard with counters and arrival chart] The dashboard shows: - **Total present: number of participants marked as arrived. - **Pending: registered participants not yet checked in. - **Arrival flow: a chart showing how many participants checked in per time slot, useful for anticipating desk congestion. - **Participant list: filterable table with each participant's check-in time, character, and payment status. You can export the present list at any time as a CSV for emergency use (e.g., evacuation headcount). ## Automatic Attendance XP *This sub-feature requires the [***Experence Tutorial](https://larpmanager.com/tutorials/xp/) feature to also be active. To award XP automatically when a participant checks in, go to the [Check-in configuration](https://larpmanager.com/redirect/event/manage/config/checkin) and set the **Attendance XP field. [SCREENSHOT: Check-in config page with Attendance XP field] **Attendance XP: number of XP points credited to the character when the participant is marked as present. Set to 0 to disable automatic XP. XP is credited immediately upon confirmation. If a check-in is later cancelled (e.g., the participant leaves before the event starts), XP is automatically reversed. ## Manual Check-in If a participant cannot display their QR code (lost phone, no battery), you can check them in manually from the [Check-in panel](https://larpmanager.com/redirect/event/manage/checkin) participant list. Find the participant by name or email, then click **Check In on their row. [SCREENSHOT: participant list with manual Check In button] *Note: manual check-ins are logged separately and flagged in the export so you can review them after the event. ### Mail Settings The platform sends automated emails to players at key moments: sign-up confirmation, payment received, character assigned, and more. This tutorial explains how to customize those templates, configure a custom mail server, and manage mail-related settings. ## Mail notifications You can configure the emails that will be sent by the system upon player's actions. In the [Organization configuration panel](https://larpmanager.com/redirect/manage/config/email), you'll find a section called "Email notifications": ## Custom mail server By default, LarpManager sends emails from @larpmanager.com using its own mail servers. This feature allows configuring an external mail server by providing its connection details. First,  activate the [Custom mail server feature](https://larpmanager.com/redirect/manage/features/custom_mail/on/). Now, in the [Organization configuration](https://larpmanager.com/redirect/manage/config/custom_mail_server) panel, you'll find a section called **"Mail Server": Insert the required information; all the emails regarding your events will be sent using those connection details. *If you're not sure, ask your email provider for these informations. *If you encounter any issue, please contact us, or your email provider, to check them. It is possible to configure a mail server individually for each event. If an event has a custom mail server setting, those will be used instead of the ones of the whole organization. In the [Event configuration](https://larpmanager.com/redirect/event/manage/config/custom_mail_server) panel, you'll find a similar **"Mail Server" section, with the same required information. --- ## Guides ### Character Creation *How players create and submit characters, with staff able to review, request changes, and approve submissions* With LarpManager, you can manage player-created characters with a clear approval process. Players propose their characters; staff can request changes or approve them. #### Step 1 - Create the Event Create a new event. Enable **Characters and **Player Editor features to allow players to create and manage their own characters. #### Step 2 - Configure the Event Allow players to create characters, and enable the approval process. #### Step 3 - Define Character Fields Create fields such as background, class, origin, etc. Set which fields become locked once the character is confirmed. Specify which fields remain editable by the player after approval. #### Step 4 - Test in Player View Switch to player view, and simulate a sign-up. Open the character creation form and fill in the requested data. #### Step 5 - Character Proposal The player checks the confirmation box and submits the character. In the organizer panel, you can either request changes or approve. #### Step 6 - Approval and Publishing Once approved, the character appears in the gallery. The player can now edit only the fields you allowed to remain editable after approval. **Related resources - Enable a **character approval process, requiring each character to be submitted by the player and approved by staff before joining ([read here](/character-creation/#approval)) - Configure **abilities and assign **experience points to support character progression throughout the campaign ([read here](/guides/xp/)) - Configure multiple events linked in the same overall campaign to share characters across them ([read here](/guides/campaign/)) - Configure the character form with any number and type of fields ([read here](/tutorials/character-form/)) ### Character Progression *How to manage character progression with XP tracking, abilities / skills tree, and a player-friendly interface* LarpManager makes character progression easy and structured: organizers can assign XP, define abilities / skills with detailed constraints, and give players a clean interface to choose their abilities. Everything stays organized and transparent, letting organizers keep full oversight of character growth. #### Step 1 – Create the Event Create a new event. Enable the **Characters, **Player Editor, and **Experience Points features: this unlocks character management, player-driven character editing, and XP-based progression. #### Step 2 – Configure the Event Set the event configurations: - Allow players to create characters - Define the starting XP amount - Decide whether players can pick abilities themselves #### Step 3 – Define Ability Types Create broad categories for abilities (e.g., Skills, Powers, Perks). These types organize abilities for players and simplify filtering *(Abilities can only be part of one type). #### Step 4 – Create Abilities Add individual abilities; each ability can require other abilities as prerequisites, letting you build progression trees *(Each ability name must be unique). #### Step 5 – Test in Player View Switch to player view to simulate sign-up, character creation, and ability selection. Ensure the setup feels intuitive before opening it to real players. #### Step 6 – Add Complex Requirements Use character fields to add depth. For example, create a "Class" field and abilities that require a specific class, allowing branching builds. #### Step 7 – Award Experience Points Give players XP for attending events or any other reason. The interface makes XP distribution quick and simple, even for large groups. **Related resources - Set up character fields whose value is **automatically computed based on the abilities obtained (for example Hit Points): [read here](/tutorials/xp/#rules) - Configure "**undo window" to allow players to remove newly acquired abilities and correct their builds: [read here](/tutorials/xp/#experience-points) - Handle **complex ability interactions like default class skills / blocked skills: [read here](/tutorials/xp/#modifiers) - Setup the **character creation process, to require an approval from organizers and allow some fields (like class) to be changed only during character creation: [read here](/guide/editor/) ### Setup Campaigns *How to configure LARP campaign events, connecting multiple sessions so players can keep and develop the same character across events* LarpManager makes it simple to run LARP **campaigns: a series of connected events set in the same narrative universe, where players create a character and continue their story across multiple sessions. #### Step 1 — Create the first event Start by creating the first event of the campaign. No special settings are required at this stage, since we’ll later define it as the campaign’s starting point. #### Step 2 — Enable character creation In the first event, activate the **Character and the **Player Editor feature - this allows participants to create their characters during registration. We configure that each player can create at most 1 character. #### Step 3 — Player registration and character creation From the player side, after registering for the event, character creation is available through the Player Editor. Once completed, the character is automatically linked to the player and displayed in the event’s participant gallery. #### Step 4 — Enable campaign mode From the organization admin view, once the first event has ended, enable the **Campaign feature in the organization settings. #### Step 5 — Create the second event Now create the next event. Link it to the same campaign as the first one. Repeat this step for all subsequent events in the series. Configuration and features is automatically imported. #### Step 6 — Automatic character continuity From the player side, registering for the second (or any following) event will automatically assign the same character. This continues for all campaign events, unless the character is explicitly retired. #### Related resources - Explore all possible **event configurations ([read here](/tutorials/manage-events/)) - Set up **roles for other staff members ([read here](/tutorials/event-roles/)) or configure the event's **appearance ([read here](/tutorials/event-appearance/)) - In the event configuration, set the gallery to display only the **characters of registered players. This way, in later events, retired characters or players who are no longer participating will not appear [(read here)](/tutorials/event-appearance/#customize-gallery) - Enable a **character approval process, requiring each character to be submitted by the player and approved by staff before joining [(read here)](/guides/creation/) - Configure **abilities and assign **experience points to support character progression throughout the campaign [(read here)](/guides/xp/) ### Writing *Write characters with custom fields, assign them to factions, and link them to plots with versioning, roles, and storylines* LarpManager offers a variety of tools to help you write characters: you can organize them into **factions with defined roles and relationships, and connect them to **plots that drive quests, storylines, and scenarios. #### Step 1 – Create the Event Start by creating your event and enabling the Character features, which unlock the tools needed to manage characters. #### Step 2 – Event Configuration In the event features, also activate the **Faction and **Plot to structure group dynamics and narrative arcs. #### Step 3 – Character Form Design custom character forms with any number and type of fields. Decide which fields are visible to all players, which are private to the assigned player, and which remain staff-only. #### Step 4 – Character Writing Write your characters directly in the system with automatic saving and version control, ensuring a safe and trackable writing process. #### Step 5 – Faction Creation Create factions, assign characters to them, and preview exactly how the factions will be displayed to the players. #### Step 6 – Plot Creation Define your plots and link each character to them with tailored descriptions of their role, weaving together quests, secrets, and storylines into a coherent narrative. **Related resources - Explore all possible configuration of **faction writing ([read here](/tutorials/factions/)) or **plot ([read here](/tutorials/plots/)) - Configure the **character form with any number and type of fields ([read here](/tutorials/character-writing/)) - Activate advanced **character fields or **character relationships ([read here](/tutorials/character-form/)) - Assign characters through an advanced algorithm that maximes satisfaction across player preferences ([read here](/guides/assign/)) ### Assignments *How to assign characters using player preferences and an algorithm that maximizes overall satisfaction* LarpManager helps you assign characters to players by collecting their preferences and running an algorithm that finds the most optimal distribution, maximizing satisfaction for everyone. #### Step 1 – Create the Event Enable the Characters and Casting features. This allows you to define characters for the event and use the casting algorithm. #### Step 2 – Configure the Event Set up the casting configuration. Define the minimum and maximum number of preferences each player can submit. #### Step 3 – Test Player View Register for the event as a test player. After registration, verify that you can submit character preferences. #### Step 4 – Run the Casting Algorithm As an organizer, review the submitted preferences. Validate them and block any assignments that are not possible (e.g., due to safety or content restrictions). #### Step 5 – Refine and Re-run Re-run the algorithm as many times as needed until the result is satisfactory. #### Step 6 – Finalize Assignments When satisfied with the outcome, confirm and publish the assignments. Characters will be officially assigned to players. **Related resources - Write safely characters with automatic saving and version control, and manage **factions and **plots([read here](/guides/writing/)) - Configure the **character form with any number and type of fields ([read here](/tutorials/character-writing/)) - Activate advanced **character fields or **character relationships ([read here](/tutorials/character-form/)) ### Payments *How to manage player dues, track payments, and keep event accounting accurate and up to date* LarpManager makes it simple to collect payments from participants, track how much each player owes, process payments securely, and keep your accounting records accurate and up to date. #### Step 1 – Enable Payments Activate the Payments feature in your LarpManager instance. This unlocks managing ticket prices, fees, and accounting tracking. #### Step 2 – Configure Payment Methods Choose which payment gateways will be available to players. Follow the setup tutorials to retrieve the credentials required for secure integration. #### Step 3 – Create the Event and Set Ticket Prices Create your event, then go to the Tickets page. Add tickets and define their prices. #### Step 4 – Add Paid Registration Options Open the Form page to add registration options. Assign a price to any options that should affect the total amount due. #### Step 5 – Player Registration Players register through the event page. The system automatically calculates the total amount due, including tickets and selected options. #### Step 6 – Process Payment After registration, players choose one of the configured payment gateways and complete their payment securely. #### Step 7 – Accurate, Real-Time Accounting Access a complete and always up-to-date overview of your event’s financials, including amounts paid and outstanding balances. **Related resources - Set up **payment methods across many payment gateways ([read here](/tutorials/payments/)) - Configure different **ticket types, each own with its own price and maximum availability ([read here](/tutorials/manage-ticket/)) - Fully define the registration form with any number of fields and any number of options, each own with its own price and maximum availability ([read here](/tutorials/registration-form/)) - Enable advanced features regarding registration accounting, such as installments, discounts or deadlines ([read here](/tutorials/registration-accounting/)) - Activate precise account tracking with expenses, inflows, outflows management ([read here](/tutorials/accounting/))