Get your club running in four steps. Everything else is optional depth you can come back to.
Get Your Club Running — 4 Steps
1. Create a Group
Go to Communities and create a Group. Set the name, description, avatar, and location. For join policy, Open works for most clubs — anyone can join, and you can tighten it later.
2. Invite Your People
From your group page, generate a shareable invite link or QR code. Send it to your group chat, print it for your venue, or post it anywhere your people are. Anyone who taps it can join immediately (if the group is Open) or request to join.
3. Create an Event
From your group, create an Event. Set the title, date, time, and location.
An event is a gathering. It can be standalone — just a time, place, and attendee list — or it can hold scheduled games (sign-up tables for specific titles) and, for organizations on the Club tier or above, sub-events (separate tracks or rooms under one roof). You can also create scheduled games directly in your group without a parent event, which is handy when you just want to find players for a specific title without organizing a full night around it.
4. Share It
From the event page, copy the event link or grab the QR code. Share it wherever your members are. Members can also tap Export to Calendar to sync your game night into their personal calendar with automatic updates.
That's it. Your club exists, your people are in, and your game nights repeat automatically.
Once Your Club Is Up and Running
Everything below is optional. Return to it when you need it.
Build Out Your Events
Recurring events (Club tier) — set your event to repeat weekly, biweekly, or monthly. Future occurrences generate automatically and members can RSVP to individual sessions. Requires an organization account.
Add scheduled games to give your members a structured lineup. Each scheduled game has its own game, time slot, seat count, waitlist, named roles (Teacher/Demonstrator, Game Master, Player), and an experience-level indicator. Members browse the lineup and sign up for specific tables.
Games at the Event — every event has a shared list of games available to play. Organizers can add games (venue copies, titles they're bringing); if you allow it in event permissions, attendees can also add games from their own collections. Each game is marked Free to take or Organizer present, has its own internal reservation schedule to avoid double-bookings, and shows aggregated "What do you want to play" wishes from attendees (collected via a swipe card-deck interface). Use the wish data to plan which games to schedule at future events.
Attendee limit and waitlist — set a cap on your event; overflow joins a waitlist and members are notified when spots open.
Manage Your Community
Roles — you start as Admin. Promote members to Organizer (can create events and moderate content) or keep them as Member. Add as many organizers as you need. Any admin can change any other member's role, including fellow admins.
Customizable permissions — control per role who can post, host events, log plays, invite new members, and view the member list.
Moderate content — organizers can edit or remove posts, comments, and marketplace listings within the group.
Pin posts — pin announcements, rules, or upcoming event info to the top of your group feed.
Know Your Community
Group collection — see all games owned by all members in one searchable view. Great for answering "Does anyone own this?" instantly.
Game summaries — an aggregate view of your group's play data: most-played games, average scores, and play frequency. Useful for planning events around what your members actually enjoy.
Statistics — total plays, total play time, most-played games, and a top-players leaderboard ranking members by plays, hours, or wins. Filterable by time period to track trends.
Promote Your Events
Image exports and QR codes — create shareable visuals of your events, group stats, or game lineups. Post on Discord, Instagram, or print for your venue.
Calendar exports — members export your events to their personal calendars and get automatic updates.
Organic reach — when members RSVP, the event appears in their followers' feeds, spreading the word naturally.
Embeddable widgets — generate embed code for your group's events, games, plays, or collection. Paste it on your website or forum.
Run Tournaments
Enable tournament scoring on any event (Club tier — requires an organization account). Track cumulative scores per player across all games in the event. Live-updating standings show the leaderboard as scores come in.
Tournament scoring is score-based and per-event — the host edits scores globally. It's designed for competitive league nights, not bracket-style elimination.
Operations and Data
Telegram integration (Club tier) — connect your Telegram channel or group chat. Ludoya auto-posts event announcements when you publish a new event.
Custom attendance forms (Business tier) — ask members questions when they RSVP: "Will you bring snacks?", "What's your experience level?" See Event Operations.
Attendee data export (Business tier) — download RSVP lists and form responses as CSV.
Upgrade to an Organization
Start as a group — no decisions needed up front. When your club grows and you want more, you can promote your group to an Organization at any time. Members, roles, events, and history all carry over; nothing is lost in the conversion.
An organization is essentially a user account for your club: it gets its own login, its own game collection (separate from any member's personal collection), BGG sync, a profile page, and access to premium features. The one difference from a personal account is that the organization itself can't be logged as a player in plays or take a seat in a scheduled game — the real people running the club still do that from their own personal accounts.
Premium tiers are only available to organization accounts. Upgrade at Organization Settings > Premium.
Club Tier — tournament scoring, sub-events, Telegram auto-posting, and per-event availability heatmaps.
Business Tier — everything in Club, plus QR entry verification at the door, interactive venue floor plans, custom attendance forms, and attendee data export.
See the Premium page for the full breakdown.
Event Day Checklists
Before the event: Create the event and add scheduled games. Invite organizers. Pin announcements. Share the event link, QR code, and calendar export. Check the Games at the Event list and the aggregated wishes to plan which games to highlight.
During the event: Have organizers start live sessions as games begin. Scan attendees' QR codes at the door if you're on Business tier. Answer questions in the event's social thread. Update tournament scores as results come in.
After the event: Review play summaries and group stats. Thank attendees in the feed. Plan the next event based on what worked.
Related
- Events — creating and managing events in detail
- Groups — group setup, roles, and permissions
- Organizations — dedicated accounts for stores and associations
- Premium — Club and Business tier features
- Integrations — Telegram, calendar exports, embeddable widgets
- Statistics — group-level analytics
- Live Sessions — running games at your events