With a response deadline you decide until when members can answer an appointment, for example until one day before the concert. After that they can no longer change their acceptance or decline, and you can plan with a fixed number. Choir leadership and admins can still record changes themselves.
How to set the deadline
- Create or edit an appointment
Create a new appointment in the calendar, or open an existing one and choose the pencil ().
- Record attendance
The deadline only exists if Record attendance is ticked. Below it you'll find Default attendance and Response deadline.
- Choose the deadline
Under Response deadline, choose how long before the appointment starts the answers close: 2, 6 or 12 hours, 1, 2 or 3 days, or 1 week before. New appointments are set to No deadline. As soon as you choose a deadline, cori explains below it: "After that, members can no longer change their answer. The choir management can still record it."
- Save
Save the appointment. If you edit an appointment that's part of a series, you choose whether the change applies to Only this event or to All events.
The deadline always counts back from the start of the appointment. In a series, each appointment therefore has its own deadline: if you rehearse on Thursdays at 19:00 and choose "1 day before", the answers close on each Wednesday at 19:00.
What members see
- Before the deadline, "Answer by …" with the day and time appears below their answer buttons.
- After the deadline, the buttons are greyed out, and below them it says: "The response deadline has passed. If anything changes for you, contact the choir management."
- The quick ✓/✗ in the web calendar and on the home screen disappear; in the app, the appointment card only shows the answer. Notifications about new or changed appointments also arrive without answer buttons after the deadline.
- Anyone who hasn't answered by the deadline stays at "No response" (or at the appointment's default attendance, if it's set to accept or decline).
- Members can still write a note about their own answer, such as "I'll be 10 minutes late", after the deadline, up to two hours after the appointment ends.
What choir leadership and admins can still do
- Record answers: in a person's menu in the participant list, choose Attending or Not attending, before and after the deadline. For people without the app, you record the answer as usual too.
- Answer yourself: your own answer is never locked.
- See the deadline: above the appointment's participant list it says "Response deadline for members: …" with the day and time. It isn't shown below your own answer buttons, because it doesn't apply to you.
Deadline and reminders
- For appointments with a deadline, the automatic reminder comes two days before the deadline instead of two days before the appointment, and it mentions the deadline: "Choir rehearsal at 19:00. Answer by …" with the day and time. While it's still upcoming, the leadership sees "Automatic reminder 2 days before the response deadline" in the "Remind" window.
- Manual Remind is only available until the deadline. After that the button disappears, because nobody could answer any more.
More on this in Reminding people of missing answers.
Special cases
- The deadline has already passed when you save: if you choose "1 week before" for an appointment in three days, answers are locked for members straight away.
- Changing or removing the deadline: the new deadline applies immediately. If you switch to "No deadline" or to a deadline that hasn't been reached yet, members can answer again.
- After the appointment: two hours after an appointment ends (with no end time: two hours after it starts), attendance is closed for members anyway, with or without a deadline.
- Parents: if parents answer for a child, the same deadline applies to them. See Young singers under 16.
If it doesn't work
- No "Response deadline" field: tick "Record attendance" in the appointment form. Only choir leadership and admins can edit appointments.
- A member can't answer any more although the appointment is still a long way off: check the deadline. "1 week before" closes the answers seven days before the start.
- A member changed their mind after the deadline: record the new answer yourself via the menu in their row.
What's next?
- Following up before the deadline: Reminding people of missing answers
- How members answer: Setting and tracking attendance
- Creating appointments: Creating appointments and rehearsals