Escape Kit Escape Kit

Group Management

Event Manager

Manage corporate events, birthday parties, and large bookings across multiple rooms — with a shared waiver link, event contacts, and a combined debrief page

The Event Manager makes it easy to run large bookings that span multiple escape rooms — corporate team-building, birthday parties, or any group that needs more than one room. Each event gets a unique waiver link you can send in advance to collect signed waivers before the day of the event. Rooms track their own game master, results, and leaderboard entries, while the event shares a single player list, photos, and completion flow.

The Event Manager requires the Event Manager feature to be enabled for your location.

Creating an event

1
Open the Add Group menu

From the Groups page, click the Add Group dropdown and select Group Event. If the option is grayed out with a star icon, Event Manager isn't enabled for your location.

2
Fill in the event details

Event Name
The name for this event (e.g., "Acme Corp Team Building"). This name appears on the event's waiver.
Date
The event date. Set this to the start date of the first room.
Time
The event start time. Set this to the start time of the first room.
Expected Number Of Players
For your own tracking — this doesn't affect the event itself. Can be changed later.
3
Create the event

Click Create Event. You'll be taken to the event detail page.

The event starts with no rooms — you'll add them next.

Adding rooms

1
Open the Add Group panel

In the Groups section on the event detail page, click Add Group.

2
Select a room and time

Escape Room
Choose from your active rooms.
Time
The start time for this room's session.
3
Add the room

Click Add Group. Repeat for each room in the event.

Common Mistake: You can't add the same room at the same time twice. If you need the same room for a second session, use a different time.

Editing rooms

Click Edit next to any room in the Groups list. From here you can:

  • Change the Escape Room or Time
  • Set the Game Master, Team Name, and Team Size
  • Record Game Result, Time Remaining or Elapsed Time, Clues, and Points
  • Toggle Include on leaderboard

Each room maintains fully independent data — changing one room doesn't affect others. To delete a room, scroll to the bottom of the Edit sheet and click Delete.

Managing event contacts

Event contacts are the organizers or coordinators for the event — they're separate from the players who sign waivers. Use event contacts to send the waiver link in advance so participants can complete their waivers before the day of the event.

Adding a contact

  1. In the Event Contacts section, click Add Contact.
  2. Fill in First Name, Last Name, Email (all required), and optionally Phone.
  3. Click Submit.

Emailing a contact

Click Email next to the contact. A pre-populated email form appears with the event details and the event's unique waiver link already included. Edit the message as needed and click Send Email.

Each contact row shows a "Last emailed" timestamp after the first email is sent. Contacts that haven't been emailed yet show an orange-highlighted Email button.

Pro Tip: Send the waiver link to the event organizer as early as possible so they can distribute it to participants. When players use the event waiver link, they're added to the event automatically — no room or time selection needed.

Collecting event waivers

Each event has a unique waiver link (available from the header options menu or in the event contact email). When participants open this link, the waiver is pre-filled with the event name, date, and time — they just need to fill in their information and sign.

Players who submit through the event waiver link are added to the event's shared player list automatically.

Behind the Scenes: The event waiver shows the event name and date/time instead of the standard room and schedule picker. Players don't need to select a room — they sign at the event level and are shared across all rooms.

Completing an event

When photos have been uploaded and results recorded for each room, complete the event the same way you'd complete a standard group — click the status button and select Complete Event.

Players with email or text messaging enabled receive personalized messages with a link to the event's debrief page. Event follow-up templates are configured at the location level (any room's Messages tab > Event template type), not per room.

The event debrief page

The event debrief page works like a standard debrief page but includes an Event Results widget that summarizes the outcome of each room in the event. All players in the event see the same combined results.

You can configure the Event Results widget — including the header text and whether to show room images — from the Debrief Builder.