Raid Planner App

Plan gaming events, build rosters, and organize your group with signups by role.

note

Installing and managing Apps and Bots requires Root on desktop. Once installed into a community, Apps and Bots can be used on Root desktop and mobile.

What is Raid Planner?

Raid Planner is a community app for organizing gaming events such as raids, dungeons, and group activities. Community owners and raid creators set up events with date, time, and roster requirements, and members sign up by selecting their role, class, and specialization. The app handles roster management, waitlists, and optional voice channel creation so your group is ready when the event starts.

How it works

Every event is built on a template that defines the roles, classes, and specializations available for a particular game. When a raid creator sets up an event, they choose a template, pick a one-off or recurring schedule, and configure the roster rules. Members then sign up by picking a role, then a class, then a specialization.

Templates

A template represents a game and its character options. Each template holds a list of roles and a list of classes:

• Roles: Broad categories like Tank, Healer, DPS, or Support.
• Classes: Character types in the game (for example, Warrior, Mage, or Priest). Each class is assigned to the role or roles it can fill.
• Specializations: Specific builds within a class (for example, Blood, Frost, or Unholy for a Death Knight).

So you define the roles and the classes, then link each class to the roles it can play. Admins create and manage templates to match the games their community plays. Once a template exists, any raid creator can use it when setting up an event.

Event statuses

An event moves through these statuses based on its scheduled times:

Status	Meaning
Upcoming	The event is scheduled but has not started yet.
Live	The event is currently in progress.
Ended	The event's end time has passed.
Cancelled	A raid leader or admin cancelled the event.

Roster and signups

The roster is the list of accepted participants, organized by role. When a member joins an event, they select a role, class, and specialization. Their signup appears under the matching role in the roster.

Raid creators can optionally limit the total number of participants or set per-role limits (for example, 2 Tanks, 4 DPS, and 2 Healers).

Recurring events

An event can be a one-off or part of a recurring series. When you make an event recurring, you pick the days of the week and a frequency (Weekly, Bi-weekly, or Monthly). Raid Planner automatically creates the next occurrence when the current one ends, is cancelled, or is deleted.

Waitlist

When Require approval to join is enabled, new signups go to a waitlist instead of being added directly to the roster. The raid leader reviews the waitlist and accepts or declines each member.

Voice channels

Events can include a voice channel for coordination. By default, the app automatically creates and manages a voice channel when the event starts. Alternatively, the raid creator can link an existing voice channel.

Comments and history

Every event has an activity section with two tabs:

• Comments: A discussion thread where participants can post and reply.
• History: An action log that records all changes to the event, such as member joins, approvals, edits, and cancellations.

Roles and permissions

Raid Planner uses two permission groups configured by community owners:

Role	Description
Raid Planner Admins	Users and roles with full access: manage templates, create and manage all events, approve or decline signups.
Raid Planner Raid Creators	Users and roles who can create events and manage any event.

All community members can view events, join events, leave events, and comment. Each event also has a leader, chosen when the event is created. The leader can manage that specific event even without the Raid Creators permission.

What admins can do

• Create, edit, and manage templates
• Import, export, and duplicate templates
• Create, edit, start, cancel, and delete any event
• Accept or decline waitlisted members on any event
• Change or remove participants on any event

What raid creators can do

• Create events using existing templates
• Edit, start, cancel, and delete any event
• Accept or decline waitlisted members
• Change or remove participants

What raid leaders can do

• Edit, start, cancel, and delete their own event
• Accept or decline waitlisted members on their event
• Change or remove participants on their event

What members can do

• View upcoming, live, and past events
• Join events and select a role, class, and specialization
• Change their own role or class after joining
• Leave events they have joined
• Post comments on events

Create a template

Admins create templates to define the roles, classes, and specializations for a game. Templates are built in a short wizard.

1. Open the Raid Planner app. From the events page overflow menu (three dots), select Game Templates.
2. Select Create, then choose Blank template or start from an existing game template.
3. On the Basic step, enter a Game name and optionally upload an image, then continue.
4. On the Roles step, add the roles for the game (for example, Tank, Healer, DPS), then continue.
5. On the Classes step, add each class, assign it to the role or roles it can fill, and add any specializations. Then continue.
6. On the Review step, check the template and select Create.

Template fields

Field	Required	Limit	Notes
Game name	Yes	256 characters	The name of the game
Image	No	N/A	Game icon or logo
Role name	Yes	256 characters	Broad role category
Class name	Yes	256 characters	Character type, assigned to one or more roles
Specialization name	No	256 characters	Specific build within a class

Import and export templates

Admins can share templates between communities by exporting them as JSON files and importing them elsewhere. This is useful when multiple communities play the same game and want identical template configurations. You can also Duplicate a template from its card menu to make a copy within the same community.

Export a template

1. Open the Game Templates page from the events page overflow menu (three dots).
2. Find the template you want to export.
3. Select the Download icon (arrow) on the template card, or open the template menu (three dots) and select Export Template.
4. The template downloads as a .json file named after the game.

The exported file contains the full template configuration: game name, roles, classes, specializations, and their relationships.

Import a template

1. Open the Game Templates page from the events page overflow menu (three dots).
2. Select Import.
3. Choose a .json file that was previously exported from Raid Planner.
4. The template is created and appears in the templates list.

The imported template is a new, independent copy. Editing it does not affect the original.

Create an event

Raid creators and admins can create events from the main events list.

1. Select the Create an event icon (plus sign).
2. Choose a template for the game you are playing.
3. Fill in the event details:
   • Enter an Event name.
   • Select a Leader for the event.
   • Set the Start date, Start time, and Duration.
   • Optionally add a Description and upload an image.
4. Choose a one-off or recurring schedule:
   • Leave Recurring off for a single event.
   • Turn Recurring on to create a series, then pick the days of the week and a Frequency (Weekly, Bi-weekly, or Monthly). The Start date field becomes Effective date.
5. Configure optional roster settings:
   • Enable Limit sign ups to set a maximum number of participants.
   • Enable Limit role sign ups to set per-role capacity limits.
   • Enable Require approval to join to add a waitlist.
6. Configure voice channel settings:
   • By default, a voice channel is created automatically when the event starts.
   • Enable Select voice channel to use an existing voice channel instead.
7. Select Create to finish.

Create event fields

Field	Required	Notes
Event name	Yes	Name displayed on the event card
Leader	Yes	The user who manages the event
Start date	Yes	Must be today or later. Labeled Effective date for a recurring series.
Start time	Yes	Time the event begins
Duration	Yes	Length of the event. Choose 1, 2, 3, 4, 5, 6, 8, 10, 12, or 24 hours (default 2).
Description	No	Additional context for participants
Image	No	Displayed on the event card and detail page
Recurring	No	Turns the event into a repeating series
Days of the week	For recurring	Which days the series repeats on
Frequency	For recurring	Weekly, Bi-weekly, or Monthly
Limit sign ups	No	Sets a maximum participant count
Limit role sign ups	No	Sets per-role capacity limits
Require approval to join	No	Enables a waitlist for new signups
Select voice channel	No	Links an existing voice channel instead of creating one

Join an event

Any community member can join an upcoming or live event.

1. Open the event from the events list.
2. Select Join (or Join waitlist if the event requires approval).
3. Select your Role, Class, and Specialization from the available options.
4. Select Join to confirm.

If the event requires approval, your signup is added to the waitlist. The raid leader will accept or decline your request.

To leave an event, open the event and select Leave.

Edit an event

Raid creators, an event's leader, and admins can update event details before the event starts.

1. Open the event and select the Edit event icon (pencil).
2. Update the fields you want to change.
3. Select Save.

If the event is part of a recurring series, editing asks whether to change This event only or This and following events.

From the event detail page, leaders, raid creators, and admins can also:

• Select Start now to begin an upcoming event immediately.
• Select Cancel event to cancel the event. For a recurring event, you can also choose to cancel the rest of the series. This cannot be undone.
• Select Restart event on a past or cancelled event to set it up again with a new date.
• Select Delete event to permanently remove a past or cancelled event.

Manage the waitlist

When an event has Require approval to join enabled, the raid leader or an admin must review signups.

1. Open the event and expand the Waitlist section.
2. For each waitlisted member, accept or decline their signup.

Accepted members move to the roster under their selected role. Declined members are removed from the waitlist.

Manage the roster

Leaders, raid creators, and admins can adjust the roster after members have signed up.

1. Open the event.
2. For any participant, change their assigned role or class, move them to the waitlist, or remove them from the event.

Members can also change their own role or class by opening the event they joined.

Limits

Item	Limit
Event name length	500 characters
Comment length	2,000 characters
Duration	1, 2, 3, 4, 5, 6, 8, 10, 12, or 24 hours
Template game name	256 characters
Role / class / specialization name	256 characters